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HomeMy WebLinkAbout2012-08-28; City Council; 20982; Award Contract Custodial Maintenance ServicesCITY OF CARLSBAD - AGENDA BILL 20,982 AWARD OF CONTRACT FOR CUSTODIAL MAINTENANCE SERVICES DEPT. DIRECTOR O^JT MTG. 8/28/12 AWARD OF CONTRACT FOR CUSTODIAL MAINTENANCE SERVICES CITY ATTORNEY - DEPT. PEM AWARD OF CONTRACT FOR CUSTODIAL MAINTENANCE SERVICES CITY MANAGER ^/A RECOMMENDED ACTION: Adopt Resolution No. 2012-196 accepting the bid and awarding the contract to NOVA Commercial Company Inc., for Custodial Maintenance Services. ITEM EXPLANATION: Custodial services are provided to approximately 75 city-owned buildings using a combination of in- house staff and contract services. In-house custodial staff is generally assigned to maintain facilities that have a greater degree of customer usage and/or security needs such as the libraries, city hall, administrative services office and safety center. Contract custodial services are utilized for the remainder ofthe city building facilities (21 office / recreational buildings and 19 blockhouse / restroom facilities). The current City custodial services contract with T&T Janitorial Inc., expired on July 11, 2011. Custodial services are continuing with T&T Janitorial Inc. on an interim basis through September 30, 2012 until a new custodial service contract is awarded. Past custodial service contracts, including the T&T Janitorial Inc. contract generally required contracted custodial work to be accomplished at night when buildings are vacant. In-house contract services are generally provided during the early mornings and day time. Staff believes the nighttime custodial work requirement results in reduced service performance, oversight difficulties, increased security issues and creates inefficiencies with in- house custodial staff that are diverted from their nonnal routine to handle daytime spills and other minor emergencies. The draft scope of services for the proposed contract includes a bid alternative for the provision of daytime custodial services. As with the prior contract, the proposed contract also includes performance disincentives for failure to perform the routine services to the performance standards as specified in the contract. On May 8, 2012, the City Clerk published a Notice Inviting Bids for the proposed service agreement. Ten bids were received, opened, witnessed, and recorded on May 30, 2012. The bids were reviewed by a committee comprised of City staff following best value selection procedures authorized pursuant to City Code. Each contractor's bid was evaluated against the following best value criteria: Cost Ability to Provide Service Previous Perfonnance and References Quality of Sen/ice Responsiveness to Specifications Unspecified Value Added Offerings DEPARTMENT CONTACT: Kelly Brooks, 760-434-2925, Kelly.Brooks@carlsbadca.gov FOR CTTY CLERKS USE ONLY COUNCIL ACTION: APPROVED X CONTINUED TO DATE SPECIFIC • DENIED 3 CONTINUED TO DATE UNKNOWN • CONTINUED • RETURNED TO STAFF • WITHDRAWN • OTHER-SEE MINUTES • AMENDED • Page 2 Based upon the established criteria, on June 26, 2012, the four highest rated contractors were invited to make a presentation to the City selection committee. These firms were: 1. TWS Facility Services 2. Jani-King 3. ISS Facility Services 4. NOVA Commercial Company, Inc. After hearing the contractor's presentations on July 9 - 11, 2012, reviewing their bid packages, and evaluating their offerings to the City, the City selection committee judged the firm of NOVA Commercial Company, Inc. to have the proposal that provides the best value meeting the needs of the City and objectives of the service contract. Upon review of the cost differential between the provision of nighttime and daytime services, staff recommends that Bid Alternate A, providing for daytime custodial service, be adopted. Although daytime service is slightly more costly, staff believes that service levels will be improved, and the City's needs will be better met by having custodial staff available during the day when facilities are occupied. Park restroom custodial services will continue to be performed during evening hours to allow for more thorough cleaning when park patrons are not using the facilities. Vendor Nighttime Daytime Parks Total Bid (Daytime & Parks) Prizm Janitorial Services, Inc. $198,014 $198,014 $15,144 $213,158 T&T Janitorial, Inc. $234,342 $312,796 $45,788 $358,584 Mom's Janitorial, Inc. $431,979 $490,690 $20,967 $511,657 TWS Facility Services $181,080. $196,704 $96,888 $293,592 PBM $200,518. $213,918 $77,064 $290,982 Aztec Janitorial $426,687 $445,989 $71,751 $517,740 ISS Facility Services $145,377 $174,586 $76,484 $251,070 Jani-King $295,167 $315,999 $97,511 $413,510 Valley Maintenance Corp. $232,892 $269,492 $45,564 $315,056 Nova Commercial $211,614 $231,851 $39,288 $271,139 The bid prices for each facility included in the Bid Form are intended to establish work invoice costs for each facility. Payment to the contractor will be on a time and materials basis for actual work performed and may exceed the specified bid item price. Staff is requesting that Council authorize the proposed contract for a not-to-exceed amount of $300,000. Facilities and Parks will fund the remaining amount of the contract using their operating budgets to ensure funds are available in the event the contractor's costs exceed the estimated contract prices due to special event cleanup activities, unforeseen work or supply expenses including the incorporation of additional facilities into the list of facilities to be serviced by the contractor. Page 3 The proposed contract will be effective for one year with a potential for four additional one year periods at the discretion of the City Manager. Any proposed contractor increases requested as part of the annual extension amendment will be mutually agreed upon and shall not exceed the San Diego Consumer Price Index changes over the previous year. ENVIRONMENTAL IMPACT: Pursuant to Public Resources Code Section 21065, the award of contract for custodial maintenance services does not qualify as a "project" within the meaning of the California Environmental Quality Act (CEQA) in that it has no potential to cause either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment, and therefore does not require environmental review. FISCAL IMPACT: Staff recommends awarding a one year contract in a not-to-exceed amount of three hundred thousand dollars ($300,000) for the first year of the agreement and an amount not to exceed an increase of Thirty Thousand dollars ($30,000) per each subsequent extension year to the agreement. These subsequent increases will be used to cover increases in materials costs and the San Diego Consumer Price Index. Total Compensation under this agreement shall not exceed One Million, Eight Hundred Thousand Dollars ($1,800,000). Contract Year Annual Contract Amount 1 $300,000 2 $330,000 3 $360,000 4 $390,000 5 $420,000 TOTAL $1,800,000 The previous custodial agreement was with T&T Janitorial, Inc. and was for $303,000 per agreement year. The cost of this custodial agreement is in line with the previous agreement. The custodial agreement has traditionally been funded by the Facilities Maintenance Operating Budget for facilities custodial services, and Parks Maintenance Operating Budget for the park blockhouse restrooms. Sufficient funds are available in the Facilities Maintenance Operating Budget and Parks Operating Budget to fund the contract as indicated below: Source Amount Actual Contract Price $271,139 Additional Funding (future work) $28,861 Contract Total $300,000 Facilities Operating Budget (contract + future work) ($260,700) Parks Operating Budget ($39,300) Total Funding Available: $300,000 Additional Appropriation Needed None Page 4 As shown in the table. Facilities will fund their portion of the contract plus the additional amount to ensure funds are available in the event the contractor's costs exceed the estimated contract prices due to unforeseen work or supply expenses including the incorporation of additional facilities into the list of facilities to be serviced by the contractor. Payments will be made on a time and material basis for actual work performed by the Contractor and the total compensation amounts are not guaranteed. Extensions will be based upon a satisfactory review of Contractor's performance, city needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended agreement. This will allow for additional facilities to be added to the agreement as the need arises, and provide some flexibility for additional services/cleaning as may be necessary during the term of the agreement. EXHIBITS: Resolution No. 2012-196 accepting the bid and awarding the contract to NOVA Commercial Company, Inc., for Custodial Maintenance Services. Custodial Maintenance Services Contract, PEM575. 5 6 7 8 9 10 11 12 13 14 15 16 17 RESOLUTION NO. 2012-196 1 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF 3 CARLSBAD, CALIFORNIA, ACCEPTING THE BID AND AWARDING THE CONTRACT TO NOVA COMMERCIAL 4 COMPANY INC. FOR CUSTODIAL MAINTENANCE SERVICES WHEREAS, the City of Carlsbad requires the services of a custodial services contractor; and. WHEREAS, on May 8, 2012, the City Clerk published a Notice Inviting Bids for a custodial services contract; and, WHEREAS, on May 30, 2012, ten bids were submitted to the City in accordance with City purchasing procedures in response to the Notice Inviting Bids for a custodial services contract; and, WHEREAS, a selection committee comprised of City staff reviewed and ranked the submitted bid proposals using a best values selection process authorized pursuant to the City Purchasing Code; and, WHEREAS, the City selection committee invited the four highest ranked bid proposal firms to make a presentation to the City selection committee; and, WHEREAS, after hearing the bid proposal firms presentations, and reviewing all <jg respective bid proposal documents, the City selection committee judged the firm of NOVA 20 Commercial Company, Inc. (NOVA) to have the proposal that provides the best value meeting the 21 needs of the City and objectives of the proposed custodial service contract; and, 22 WHEREAS, City staff recommends that Council select Bid Alternate "A" for the provision 23 of daytime and parks custodial services with the Total Bid Price of $271,139; and, 24 WHEREAS, staff recommends award of the contract for Bid 12-13 Custodial 25 Maintenance Sen/ices to NOVA, in an amount not-to-exceed $300,000 in the initial agreement 26 yean and 27 28 1 WHEREAS, staff recommends Council authorize the City Manager to approve a not-to 2 exceed increase of $30,000 in funding in each subsequent agreement year to ensure that funds 3 are available to add work dunng the agreement year as infrastructure is completed and accepted 4 by the city, to ensure that funds are available in the event that the actual work totals exceed the 5 estimates indicated in the bid documents, and to ensure that sufficient funds are available to fund 6 increase in compensation to the contractor in an amount not-to-exceed the Consumer Price Index 7 for San Diego County in the preceding year; and 8 WHEREAS, staff recommends Council authorize the Municipal Property Manager, or his 9 designated representative, to increase the services provided, add additional maintenance 10 locations from current or future inventory, or increase service frequencies to the limits granted to 11 the City Manager during the course of each agreement year to allow day-to-day management of 12 custodial maintenance operations. Annually, a formal amendment will be processed for City Manager approval, indicating the actual service totals and the maximum compensation for the next 14 agreement year. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, 1® California, as follows: 1. That the above recitations are true and correct. 2. The bid of NOVA Commercial Company, Inc. is the best value. 3. The bid of NOVA Commercial Company, Inc. is hereby accepted. 4. That an additional $28,861 in contract funding is authorized in the initial agreement year and the City Manager is authorized to approve an increase of $30,000 in contract funding in each subsequent agreement year. 5. That the maximum compensation amount will not exceed $1,800,000 over the maximum five-year period of the agreement. No compensation above this amount will be authorized without Council approval. 17 18 19 20 21 22 23 24 25 26 27 28 1 6. That the Municipal Property Manager, or his designated representative, is 2 authorized to increase the services provided, add additional maintenance 3 locations from the current or future inventory, or increase service frequencies to 4 the limits granted to the City Manager during the course of each agreement year 6 to allow day-to-day management of custodial maintenance service operations. 7. That annually, a formal amendment may be processed for City Manager approval 7 8 9 10 11 12 13 /// 14 /// 15 /// 16 /// 17 /// 18 /// 19 /// 20 /// 21 /// 22 /// 23 /// 24 " 25 26 27 28 indicating the actual service totals and the maximum compensation for the next agreement year. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute an agreement with NOVA Commercial Company, Inc. for an amount not- to-exceed $300,000 in the initial agreement year, a copy of which is attached, for and on behalf of the City of Carlsbad. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council of the City of Carlsbad on the 28th day of August 2012, by the following vote to wit: AYES: NOES: Council Members Hall, Kulchin, Blackburn, Douglas and Packard. None. ABSENT: None. MA ATTEST: LORRAINE M. WOOD, City Clerk (SEAL) AGREEMENT FOR CUSTODIAL MAINTENANCE SERVICES NOVA COMMERCIAL COMPANY, INC. PEM575 ,1 THIS AGREEMENT is made and entered into as of the _ day of A^UxjOLS^ , 20/2.. by and between the CITY OF CARLSBAD, a municipal^corporation, ("City"), and Nova Commercial Company, Inc., a Custodial Maintenance Contractor, ("Contractor"). RECITALS A. City requires the professional services of a custodial maintenance contractor that is experienced in cleaning office buildings and public restrooms. B. Contractor has the necessary experience in providing professional services and advice related to custodial maintenance services. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. D. Selection of Contractor is expected to achieve the desired results in an expedited fashion. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibits A-E, Appendixes A-D and Attachment A which is incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one (1) year from the date first above written. The City Manager may amend the Agreement to extend it for four (4) additional one (1) year periods or parts thereof a time and material basis in an amount not to exceed Three Hundred Thousand dollars ($300,000.00) in the first year and an amount not to exceed an increase of Thirty Thousand dollars ($30,000.00) per each subsequent extension year to the agreement. Total Compensation under this agreement shall not exceed One Million, Eight Hundred Thousand Dollars ($1,800,000.00). Payments will be made on a time and material basis for actual work performed by the Contractor and the total compensation amounts are not guaranteed. Extensions will be based upon a satisfactory review of Contractor's performance. City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. If an increase in compensation for service in succeeding option years is requested, the Contractor must provide detailed supporting documentation to justify the requested rate increase. The requested increase will be evaluated by the CITY, and the CITY reserves the right to accept or reject the Contractor's requested compensation increase. This 1 city Attorney Approved Version 2/17/12 Agreement's annual compensation terms may be adjusted by a mutually agreeable amount based on and no greater than the San Diego Consumer Price Index changes over the previous year. Requests for price changes must be made by the Contractor in writing sixty (60) days before the end of the then-current agreement year and is subject to negotiation or rejection by the CITY. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be Three Hundred Thousand dollars ($300,000.00). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. The City reserves the right to withhold a ten percent (10%) retention in addition to any deductions until City has accepted the work and/or Services specified in Exhibit "A". If an increase in compensation for service in succeeding option years is requested, the Contractor must provide detailed supporting documentation to justify the requested rate increase. The requested increase will be evaluated by the CITY, and the CITY reserves the right to accept or reject the Contractor's requested compensation increase. This Agreement's annual compensation terms may be adjusted by a mutually agreeable amount based on and no greater than the San Diego Consumer Price Index changes over the previous year. Requests for price changes must be made by the Contractor in writing sixty (60) days before the end of the then-current agreement year and is subject to negotiation or rejection by the CITY. 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election. City may deduct the indemnification amount from any balance owing to Contractor. 7. CONTRACTOR'S WORKFORCE The Contractor proposes to perform the described services utilizing a fully competent and adequate workforce as indicated in Exhibit B, which is attached hereto and incorporated herein as though fully set forth at length. 8. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either 2 city Attorney Approved Version 2/17/12 directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. The name and place of business of each subcontractor who will perform work or labor or render service to the Contractor in performing this Agreement are contained in Exhibit C, which is attached hereto and incorporated herein as though fully set forth at length. 9. CONTRACTOR'S EQUIPMENT The Contractor proposes to utilize quality equipment of types and quantities necessary to perform the described work in an efficient and effective manner. Major items of said equipment are indicated in Exhibit D, which is attached hereto and incorporated herein as though fully set forth at length. The Contractor shall maintain all equipment in a clean, safe and fully operational condition. The Contractor shall replace all unserviceable or unsafe equipment in a timely manner so that the described work is not delayed or othen/vise negatively affected. 10. CONTRACTOR'S ESTIMATE OF MATERIALS & SUPPLIES The Contractor proposes to perform the described work by utilizing all the necessary materials and supplies including, but not limited to, items indicated in Exhibit E, which is attached hereto and incorporated herein as though fully set forth at length. All materials and supplies shall be of sufficient quality, and to be in all respects serviceable, to the satisfaction of the Contract Administrator. All materials and supplies shall be delivered in their original labeled containers, and shall be made available to the Contract Administrator for inspection and approval prior to use. 11. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with Custodial Services. 12. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney's fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 13. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or 3 City Attorney Approved Version 2/17/12 Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-: Vll". OR with a surplus line insurer on the State of California's List of Eligible Surplus Line Insurers (LESLI) with a rating in the latest Best's Key Rating Guide of at least "A:X". 13.1 Coverages and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate. Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. 13.1.1 Commercial General Liabilitv Insurance. $1.000.000 combined single- limit per occurrence for bodily injury, personal injury and property damage. If the submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 13.1.2 Automobile Liabilitv (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 13.1.3 Workers' Compensation and Emplover's Liabilitv. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 13.1.4 Professional Liabilitv. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. NA NA City's Initials Contractor's Initials X is checked. Professional Liability Insurance requirement is waived. 13.2. Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 13.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 13.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 13.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. City Attorney Approved Version 2/17/12 13.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 13.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 13.5 Submission of Insurance Policies. Citv reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements. 14. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 15. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 16. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 17. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 18. NOTICES The name of the persons who are authorized to give written notices or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For Citv For Contractor Name Joe Garuba Name Eleanor Anglin Title Municipal Property Manager Title So Ca Operations Manager Property & Environinental Department Management Address 1535 Tidelands Ave, Ste C City of Carlsbad National City, Ca 91950 Address 405 Oak Ave Phone No. (619) 666-9095 Carlsbad, CA 92008 Email Eleanor(^novacommerical.us Phone No. (760) 434-2943 5 City Attorney Approved Version 2/17/12 Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. 19. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. 20. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. The CONTRACTOR shall reconfirm eligibility for employment of all agents, employees, subcontractors and consultants annually. Proof of eligibility for employment of all agents, employees, subcontractors and consultants shall be made available to the CONTRACT ADMINISTRATOR upon request. 21. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 22. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not othenA/ise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be fon/varded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. city Attorney Approved Version 2/17/12 23. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination. Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. A major violation of the Contract specifications, terms and conditions dealing with building security or confidentiality may result in immediate termination of the CONTRACT. Examples of a major violation include but may not be limited to failure to follow established security protocol for each facility, leaving a door or doors unlocked with the building unattended, failure to turn on or off as appropriate the security system, breach of confidentiality regarding agency files, personal records or any other agency information not intended for public disclosure, theft of personal or CITY property and drinking of alcoholic beverages, use of drugs or being inebriated while in performance of contractual requirements. In the event the Contractor is found to have employed non-US Citizens, the CITY may immediately terminate this Agreement. Either party upon tendering ninety (90) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 24. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty. City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 25. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.. the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly sutDmits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including 7 city Attorney Approved Version 2/17/12 attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 26. JURISDICTIONS AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 27. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement or any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 28. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. /// /// /// /// /// /// /// /// City Attorney Approved Version 2/17/12 29. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California Sophia Simas, Secretary (print name/title) <^sign h^S7 Sophia Simas, Secretary ATTEST: .iW^Mf/,,. LORRAIN City Clerk WOOD o>V^^ '.oj'^ (print name/title) If required by City, proper notarial acknowledgment of execution by conf^iaffl^ attached. If a corporation. Agreement must be signed by one corporate officet/f/omj^ad^'df the following two groups. '"Mmv\^^ Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: RONALD R. BALL, City Attorney Assistant City Attorney City Attorney Approved Version 2/17/12 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT state of-GaliJtM»« -^i^^^^N^P County oJ On g/Q/do 1^ before me. } Date personally appeared Boris M. Kanakry Here Insert Name and Title of Ihe Officer Name(s) ol Stgner(s) DORIS M. KANAKRY Notary Public State of Rhode Island Notary ID # 51453 My Commission Expires May 12, 2015 V W 19 V w m' v www who proved to me on the basis of satisfactory evidence to be the person^ whose namepai} js/a^ subscribed to the within instrurnent and acknowledged to me that J)€!f§he/y3^ executed the same in I)i6/bfit/th^ authorized capadty(iiK^, and that by IjiiS/hsr/tfTpif signature];^ on the instrument the persoQ(«), or the entity upon behalf of which the personj^ acted, executed the instrument. I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correcL WITN£SSmy hand and official seal. Place Notary Seal Atiove SiQnariirfi<^CyUt J ^^^^ Signatlire of OPTIONAL Notary Though the information below is not required tjy law, it may prove va/uaWe to persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: CQKlTdl^C'T^ Document Date: ^""^ Number of Pages: Signer{s) Other Than Named At)ove: Capacity(ies) Claimed by Signer(s) Signer's Name: individuai • Corporate Officer — Title(s): • Partner— • Umited • General • Attorney in Fact • Trustee • Guardian or Conservator • Other; RIGHTTHUMBPRINT OF SIGNER Fop of tfiumb fiere Signer Is Representing: Signer's Name:_ • individual O Corporate Officer — Title(s): • Partner — • Limited • General • Attorney in Fact • Trustee • Guardian or Conservator • Other: RIGHTTHUMBPRINT OFSIGNER Top of thunnb fiere Signer Is Representing: ©2007NafcoalNa«afyAssocia!k«.9350OeSo.oAve,P.O.eoK2402.Ctu^^ 91313-2402. www.NalionalNotary,ofg «en, «5907 Reofder NOVA Commerdal Co., Inc. i August 8,2012 I, Janice Slade, Vice President of NOVA Commercial Company, Inc authorize Sophia Simas, Secretary NOVA Commercial Company, Inc of to sign in my absence as the Vice President of NOVA Commercial Company, Inc. and bind NOVA Commercial Company, Inc contractually with the City of Carlsbad for PEM575, Custodial Maintenance Services. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 mfo@NOVAConnmercial.us BID FORM BID #12-13 CUSTODIAL MAINTENANCE SERVICES FACILITY SCHEDULE A (DAYTIME) Item Service No. Al Facilitv Address Arts Office 2955 Elmwood Ave *Sq Feet 1,843 Davs Mon-Fri (5) Monthlv Rate $ 242.74 Annual Rate $ 2,912.88 A2 Aviara Park Modular 6435 Ambrosia Lane 946 Mon-Fri (5) $ 281.19 $ 3,374.28 A3 Aviara Park Main. Yard Office 6435 Ambrosia Lane 442 Mon-Fri (5) $ 138.37 $ 1,660.44 A4 Calavera Community Center 2997 Glasgow Drive 17,400 Sun-Sat (7) $ 2,949.80 $ 35,397.60 A5 CIT Trailer 3330 Harding Street 1,440 Mon-Fri (5) $ 316.61 $ 3,799.32 A6 Granary 2659 Garfield Street 572 Sun - Thur (5) $ 254.37 $ 3,052.44 A7 Harding Community Center 3096 Harding Street 12,392 Sun - Sat (7) $ 2,177.11 $ 26,125.32 A8 Heritage Hall 2650 Garfield Street 1,680 Sun - Sat (7) $ 359.69 $ 4,316.28 A9 Hiring Center 5958 El Camino Real 280 Mon-Fri (5) $ 115.59 $ 1,387.08 AlO Holiday House 3235 Eureka Place 855 Sun - Thur (5) $ 238.93 $ 2,867.16 All Kruger House 3215 Eureka Place 1,250 Sun - Thur (5) $ 297.44 $ 3,569.28 10 city Attorney Approved Version 2/17/12 Item No. A12 Facilitv Address Leo Carrillo Ranch 6200 Flying LC Lane *Sa Feet 4,364 Bldgs 1,818 Walkways Service Davs Fri- Sun (3) Monthlv Rate $ 530.49 Annual Rate $ 6,365.88 A13 Library Learning Center 3368 Eureka Place 20,000 Mon-Fri (5) $ 2,555.26 $ 30,663.12 A14 Magee House 258 Beech Avenue 4,089 Sun - Thur (5) $ 592.85 $ 7,114.20 A15 Municipal Water District 5950 El Camino Real 19,000 Mon-Fri (5) $ 2,310.15 $ 27,721.80 A16 Parks Administration 1166 Carlsbad Village Drive 504 Sun - Thur (5) $ 122.68 $ 1,472.16 A17 Parks Modular/Break Room 1166 Carlsbad Village Drive 2,474 Sun - Thur (5) $ 427.60 $ 5,131.20 A18 Railroad Depot 400 Carlsbad Village Drive 1,608 Sun - Sat (7) $ 416.59 $ 4,999.08 A19 Scout House 3225 Eureka Place 1,908 Sun - Thur (5) $ 282.41 $ 3,388.92 A20 Stagecoach Community Center 3420 Camino de los Coches 17,400 Sun - Sat (7) $ 2,820.38 $ 33,844.56 A21 Streets & Facilities Admin 405 Oak Avenue 10,050 Mon-Fri (5) $ 1,350.99 $ 16,211.88 A22 On Call / Emergency Call Back Locations as Directed *100 Hours (Estimated) Sun - Sat (7) $ 25.00 $ 2,500.00 A23 Special Event Labor Locations as Directed *200 Hours (Estimated) Sun - Sat (7) $ 19.88 $ 3,976.00 11 city Attorney Approved Version 2/17/12 Bid Facilities Schedule A (Daytime) Sub-total amount of bid including items A1 - A23 in words Two Hundred Thirty-one Thousand. Eiqht Hundred Fiftv dollars and Eighty-eight Cents. Bid Facilities Schedule A (Daytime) Sub-total amount of bid, including items Al- A23 in numbers: $ 231.850.88. 12 City Attorney Approved Version 2/17/12 BID FORM BID #12-13 CUSTODIAL MAINTENANCE SERVICES Item No. Bl Facilitv Address Aviara Community Park (2) 6435 Ambrosia Lane *Sq Feet 864 Service Davs Sun - Sat (7) Monthlv Rate $ 440.09 Annual Rate $ 5,281.08 B2 Beach Bluff Carlsbad Blvd & Pine Ave 200 Sun - Sat (7) $ 149.63 $ 1,795.56 B3 Calavera Park Blockhouse 2997 Glasgow Drive 442 Sun - Sat (7) $ 225.14 $ 2,701.68 B4 Chase Field 3349 Harding Street 234 Sun - Sat (7) $ 119.19 $ 1,430.28 B5 Hidden Canyon 2685 Vancouver 972 Sun - Sat (7) $ 495.11 $ 5,941.32 B6 Holiday Park (2) 3235 Eureka Place 401 Sun - Sat (7) $ 204.26 $ 2,451.12 B7 La Costa Canyon Park La Costa Ave at Pueblo & Rana Ct 340 Sun - Sat (7) $ 173.19 $ 2,078.28 B8 Laguna Riviera Park Kelly and Park Drive 200 Sun - Sat (7) $ 149.63 $ 1,795.56 B9 Leo Carrillo Ranch (2) 6200 Flying LC Lane 300 Sun - Sat (7) $ 152.81 $ 1,833.72 BIO Magee Park 258 Beech Avenue 234 Sun - Sat (7) $ 119.19 $ 1,430.28 Bll Pine Park 3500 Harding 261 Sun - Sat (7) $ 132.95 $ 1,595.40 B12 Poinsettia Park (2) 6600 Hidden Valley Road 856 Sun - Sat (7) $ 436.02 $ 5,232.24 13 City Attorney Approved Version 2/17/12 Item *Sq Service No. Facilitv Address Feet Davs Monthlv Rate Annual Rate B13 Skate Park 2560 Orion Way 180 Sun-Sat (7) _$ 91.69 _$ 1,100.28 B14 Stagecoach Park (2) 3420 Camino de los Coches 756 Sun-Sat (7) $ 385.08 $ 4,620.96 Schedule B Sub-total amount of bid including items Bl - B14 in words Thirty-nine Thousand. Two Hundred Eiqthv-seven dollars and Seventv-six Cents . Section B Sub-total amount of bid, including items Bl - B14 in numbers: $ 39.287.76 Grand total amount including Facilities Schedule A (Daytime) and B in words: Two Hundred Seventy-one Thousand. One Hundred Thirty-eight Dollars and Sixty-four Cents. Grand total amount including Bid Alternate #1 (Daytime) Schedules A and B in numbers: $ 271.138.64 . 14 city Attorney Approved Version 2/17/12 EXHIBIT A MANNER OF PERFORMING SERVICES PARTI GENERAL SPECIFICATIONS 1.00 GENERAL REQUIREMENTS 1.01 The premises shall be maintained with a clean appearance and all work shall be performed in a professional, workmanlike manner using quality equipment and materials. 1.02 CONTRACTOR shall provide at its expense all labor, materials, equipment, tools, services and special skills necessary for the provision of custodial maintenance services, except as othenA/ise specified hereinafter. The premises shall be maintained to the highest of standards at no less than the frequencies set forth herein. 1.03 CONTRACTOR is hereby required to render and provide custodial maintenance services including, but not limited to; dusting, wiping, polishing, mopping, buffing, vacuuming, sweeping, strip & waxing and cleaning offices, removing trash and recycling, cleaning hallways, meeting rooms, building restrooms and well as park restrooms and all other maintenance required to maintain the areas included in this CONTRACT in a safe, attractive and usable condition. 1.04 Upon commencement of work under this CONTRACT, CONTRACTOR shall be fully equipped and staffed; thoroughly familiar with CONTRACT requirements and prepared to provide all services required. Failure to provide full services from the first day of work under this CONTRACT may result in deductions from payment. 1.05 CONTRACTOR shall, during the term of this CONTRACT, respond to all callbacks to the satisfaction ofthe CONTRACT ADMINISTRATOR, within two (2) hours of notification. 1.06 CONTRACTOR shall report to the CONTRACT ADMINISTRATOR all observations of: graffiti and other vandalism; illegal activities; transients; missing or damaged equipment or signs; hazards or potential hazards, including burnt out light fixtures within twenty-four (24) hours. The CITY will remove and/or repair reported graffiti, vandalism, damaged equipment, signs or hazards. 15 city Attorney Approved Version 2/17/12 1.07 The following is an excerpt from Senate Bill 20, Displaced Janitor Opportunity Act. Labor Code Section 1060-1065. The full text is attached hereto as Appendix C. "The successful CONTRACTOR OR SUBCONTRACTOR shall retain, for a 60-day transition employment period, employees who have been employed by the terminated CONTRACTOR or its SUBCONTRACTORS, if any, for the preceding four months or longer at the site or sites covered by the successful service CONTRACT unless the successor CONTRACTOR or successor SUBCONTRACTOR has reasonable and substantiated cause not to hire a particular employee based on that employee's performance or conduct while working under the terminated CONTRACT." By signing and/or authorizing this bid submittal, the CONTRACTOR acknowledges that they have read and understood the meaning, intent and requirements of said Act; and acknowledges said Act is included as part of this bid and the CONTRACTOR will be required to abide by the terms of said Act. 1.08 Specifications, showing general outline and details necessary for a comprehensive understanding of the work, form a part of the Contract Documents. All work under the Contract Documents shall be performed in all respects in strict compliance with the requirements of the Specifications. See the Tasks and Frequencies for performing the work specified herein. The Specifications and all other provisions of the Contract Documents are essential parts of the CONTRACT and a requirement occurring in one is binding as though occurring in all. 1.09 The CONTRACTOR shall supply at its cost a company picture ID card that the contracted staff shall wear onsite during their scheduled shift. 2.00 FACILITIES TO BE MAINTAINED 2.01 The facilities to be maintained under the provisions of this CONTRACT are located at the following areas: Buildings Arts Office 2955 Elmwood Ave Aviara Modular 6435 Ambrosia Lane Aviara Park Maintenance Office6435 Ambrosia Lane Calavera Community Center 2997 Glasgow Drive CIT Trailer 3330 Harding Street Granary 2659 Garfield Street Harding Community Center 3096 Harding Street 16 City Attorney Approved Version 2/17/12 Heritage Hall Hiring Center Holiday House Kruger House Leo Carrillo Ranch Library Learning Center Magee House Municipal Water District Parks Administration Parks Modular/Break Room Railroad Depot Scout House Stagecoach Community Center Streets & Facilities Admin 2650 Garfield Street 5958 El Camino Real 3235 Eureka Place 3215 Eureka Place 6200 Flying LC Lane 3368 Eureka Place 258 Beech Avenue 5950 El Camino Real 1166 Carisbad Village Drive 1166 Carlsbad Village Drive 400 Carisbad Village Drive 3225 Eureka Place 3420 Camino de los Coches 405 Oak Avenue Park Restrooms Aviara Community Park (2) Beach Bluff Calavera Park Blockhouse Chase Field Hidden Canyon Holiday Park (2) La Costa Canyon Park Laguna Riviera Park Leo Carrillo Ranch (2) Magee Park Pine Park Poinsettia Park (2) Skate Park Stagecoach Park (2) 6435 Ambrosia Lane Carisbad Blvd & Oak Ave 2997 Glasgow Drive 3349 Harding Street 2685 Vancouver 3235 Eureka Place La Costa Ave at Pueblo & Rana Ct Kelly and Park Drive 6200 Flying LC Lane 258 Beech Avenue 3500 Harding 6600 Hidden Valley Road 2560 Orion Way 3420 Camino de los Coches 2.02 CONTRACTOR acknowledges personal inspection of the sites and the surrounding areas and has evaluated the extent to which the physical condition thereof will affect the services to be provided. CONTRACTOR accepts the premises in their present physical condition, and agrees to make no demands upon CITY for any Improvements or alterations thereof. 2.03 CONTRACTOR shall be available for On Call / Emergency Call Back for any cleanings needs at any CITY owned facilities. Response time shall be no more than two (2) hours and paid at the rate listed in the CONTRACTOR'S Bid Proposal. 3.00 PAYMENT AND INVOICES 3.01 The CONTRACTOR shall present monthly invoices, for all work performed during the preceding month. Said invoice shall include all required reports and line item invoicing for products used to service this CONTRACT as 17 city Attorney Approved Version 2/17/12 specified hereinafter. The invoice shall be submitted on or before the fifth (5th) day of each month in the amount of the compensation to be paid by the CITY for all services rendered by the CONTRACTOR under the terms and conditions of this CONTRACT. Said payment shall be made within thirty (30) days upon receiving the invoices, providing that all work performed during the preceding month has been inspected and accepted by the CONTRACT ADMINISTRATOR and that all applicable reports and attachments have been submitted in accordance with the provisions of this CONTRACT. 3.02 Monthly invoices shall be prepared and submitted in the following format: Invoice 1: Location Account Number Monthly Cost ARTS OFFICE 0015060-7230 $(AMOUNT) AVIARA MODULAR $(AMOUNT) AVIARA PARKS MAINTENANCE OFFICE $(AMOUNT) CALAVERA COMMUNITY CENTER $(AMOUNT) CIT TRAILER $(AMOUNT) GRANARY $(AMOUNT) HARDING COMMUNITY CENTER $(AMOUNT) HERITAGE HALL $(AMOUNT) HIRING CENTER $(AMOUNT) HOLIDAY HOUSE $(AMOUNT) KRUGER HOUSE $(AMOUNT) LEO CARRILLO RANCH $(AMOUNT) LIBRARY LEARNING CENTER $(AMOUNT) MAGEE HOUSE $(AMOUNT) MUNICIPAL WATER DISTRICT $(AMOUNT) PARKS ADMINISTRATION $(AMOUNT) PARKS MODULAR/BREAK ROOM $(AMOUNT) RAILROAD DEPOT $(AMOUNT) SCOUT HOUSE $(AMOUNT) STAGECOACH COMMUNITY CENTER $(AMOUNT) STREETS & FACILITIES ADMIN SfAMOUNT) TOTAL MONTHLY COST $(AMOUNT) Invoice 2: Location Account Number Monthlv Cost AVIARA COMMUNITY PARK (2) 0015020-7230 $(AMOUNT) BEACH BLUFF $(AMOUNT) CALAVERA PARK BLOCKHOUSE $(AMOUNT) CHASE FIELD $(AMOUNT) HIDDEN CANYON PARK $(AMOUNT) HOLIDAY PARK (2) $(AMOUNT) LA COSTA CANYON PARK $(AMOUNT) LAGUNA RIVIERA PARK $(AMOUNT) LEO CARRILl!0 (2) $(AMOUNT) MAGEE PARK $(AMOUNT) 18 city Attorney Approved Version PINE PARK $(AMOUNT) POINSETTIA PARK (2) $(AMOUNT) SKATE PARK $(AMOUNT) STAGECOACH PARK (2) $(AMOUNT) TOTAL MONTHLY COST $(AMOUNT) 3.03 Invoices for approved On Call / Emergency Call Back and Extra Work shall be in a format acceptable to the CONTRACT ADMINISTRATOR, including attachments, such as copies of suppliers' invoices, which the CONTRACT ADMINISTRATOR may require to verify CONTRACTOR'S billing. Invoices for Extra Work shall be submitted on separate invoices. Unless othen^/ise requested by the CONTRACT ADMINISTRATOR, one invoice shall be submitted for each discrete and complete item of Extra Work. 3.04 In the event the CITY transfers title or maintenance responsibility of the premises or a portion thereof, this CONTRACT shall continue in full force and effect, except said portion, at the discretion of the CONTRACT ADMINISTRATOR, may be deleted from the premises to be maintained and the CONTRACT sum shall be reduced accordingly. 3.05 The CONTRACT ADMINISTRATOR may, at her discretion, add new facilities to be maintained and/or require additional services. The CONTRACTOR shall be compensated for the additional facilities or services that are designated after the date of the commencement of this CONTRACT based on the submission of an approved maintenance bid, consistent in all respects with this CONTRACT, and shall contain all information as required in the REQUEST FOR BIDS. The bid cost shall not exceed the cost to provide maintenance for similar facilities being maintained underthis CONTRACT. 3.06 Additional compensation may be authorized at the discretion of the CONTRACT ADMINISTRATOR, subject to CITY budgetary conditions, for work deemed necessary by the CONTRACT ADMINISTRATOR due to extraordinary incidents or circumstances. If an increase in compensation for service in succeeding option years is requested, the Contractor must provide detailed supporting documentation to justify the requested rate increase. The City will evaluate the requested increase, and the City reserves the right to accept or reject the Contractor's requested compensation increase. This Agreement's annual compensation terms may be adjusted by a mutually agreeable amount based on and no greater than the San Diego Consumer Price Index changes over the previous year. Requests for price changes must be made by the Contractor in writing sixty (60) days before the end of the then-current agreement year and is subject to negotiation or rejection by the City. 19 City Attorney Approved Version 2/17/12 4.00 ENFORCEMENT. DEDUCTIONS AND LIQUIDATED DAMAGES 4.01 The CONTRACT ADMINISTRATOR shall be responsible for the enforcement of this CONTRACT on behalf of CITY. 4.02 The CONTRACT ADMINISTRATOR shall prepare and implement an INSPECTION RATING SYSTEM to be used to verify monthly payments and deductions from payments (see sample rating system as Appendix A). This form and system may be modified at the discretion of the CONTRACT ADMINISTRATOR. The CONTRACTOR agrees to be evaluated by said system and bound by the ratings and/or deductions from payments indicated in the monthly INSPECTION RATING SYSTEM report. To avoid deductions from payment, CONTRACTOR must receive a rating of 95 or higher per facility as described in Section 2.01. 4.03 If, in the judgment of the CONTRACT ADMINISTRATOR, CONTRACTOR is deemed to be non-compliant with the terms and obligations of the CONTRACT, the CONTRACT ADMINISTRATOR, may, in addition to other remedies provided herein, withhold the entire monthly payment, deduct pro- rata from CONTRACTOR'S invoice for work not performed, and/or deduct liquidated damages. Notification of the amount to be withheld or deducted from payments to CONTRACTOR will be fonA/arded to the CONTRACTOR by the CONTRACT ADMINISTRATOR in a written notice describing the reasons for said action. Work will be considered not to have been performed when any of the following but not limited to conditions exists: • The work tasks in an area were not performed in strict accordance with the performance standards. • Work tasks were not performed in their entirety. • The specified equipment, tools and chemicals were not used or were not in good operating condition. • The tasks were not performed within the scheduled work shift or within the specified timeframe. The monthly INSPECTION RATING SYSTEM report shall constitute reason for any deductions so imposed. 4.04 In the event of non-performance of work by the CONTRACTOR, the CONTRACT ADMINISTRATOR will have the right to exercise one of the following options: • The CONTRACTOR shall within two (2) hours correct such non- performance upon notification by the CITY and the CITY shall make no deductions for that non-performance. • The CITY shall correct the non-performance by using another Contractor, or by other means it deems necessary and reasonable. Direct costs 2 0 City Attorney Approved Version 2/17/12 incurred by the CITY for the performance of such work shall be deducted from payments made to the CONTRACTOR. • The CITY shall allow the non-performance to remain uncorrected and shall make a deduction from payments to the CONTRACTOR in accordance with the following paragraphs in the section: In addition to the INSPECTION RATING SYSTEM deductions, non- performance deductions will be applied to any situation that inhibits performance of the CONTRACT. Deductions include, but are not limited to, non-compliance with a Scope of Work, Specifications and/or Special Conditions requirement of this CONTRACT that results in failure to perform such as the following: • For any Failure to adequately comply in meeting the requirements of providing adequate and competent management, the CONTRACTOR shall be liable for a deduction of $500.00 for each and every deficiency deducted from the total charge for that month during which the deficiency occurred. • For any Failure to adequately comply in meeting the requirements of providing adequate and competent supervision, the CONTRACTOR shall be liable for a deduction of $250.00 for each and every deficiency deducted from the total charge for that month during which the deficiency occurred. • For any Failure to adequately comply in meeting the requirements of providing adequate and competent workers, the CONTRACTOR shall be liable for a deduction equivalent to one full day's work (reference CONTRACTOR'S Bid Pricing for monthly rates) for each and every deficiency deducted from the total charge for that month during which the deficiency occurred. 4.05 The action above shall not be construed as a penalty but as adjustment of payment to CONTRACTOR to recover cost or loss due to the failure of the CONTRACTOR to complete or comply with the provisions of this CONTRACT. 4.06 Failure of the CONTRACT ADMINISTRATOR during the process of the Agreement to discover or reject unacceptable work, or work not in accordance with the Agreement, shall not be deemed an acceptance thereof nor a waiver of the CITY's right to a proper execution of the Agreement or any part of it by the CONTRACTOR. 5.00 INSPECTIONS. MEETINGS. & REPORTS 5.01 CITY reserves the right to perform inspections, including inspection of CONTRACTOR'S equipment, at any time for the purpose of verifying 21 City Attorney Approved Version 2/17/12 CONTRACTOR'S performance of CONTRACT requirements and identifying deficiencies. 5.02 The CONTRACTOR or his authorized representative shall meet with the CONTRACT ADMINISTRATOR or his representative on each site monthly for the initial year of the CONTRACT then thereafter at the discretion and convenience of the CONTRACT ADMINISTRATOR, for walk-through inspections. All routine maintenance functions shall be completed prior to this meeting. 5.03 At the request of the CONTRACT ADMINISTRATOR, the CONTRACTOR, or his appropriate representative, shall attend meetings and/or training sessions, as determined by the CONTRACT ADMINISTRATOR, for purposes of orientation, information sharing, CONTRACT revision, description of CITY policies, procedures, standards, and the like. 5.04 CONTRACTOR shall make sufficient daily inspections to ensure the work is performed as specified. The CONTRACTOR shall inspect all tools, equipment and chemicals to ensure they are clean, in good working order and meet the specifications of this CONTRACT. If they do not meet the specifications the CONTRACTOR shall replace them with new. CONTRACTOR shall record discrepancies and include the information in their Inspection Summary Reports. A re-inspections shall be conducted and noted. 5.05 CONTRACTOR shall provide to the CONTRACT ADMINISTRATOR such written documentation and/or regular reports as the CONTRACT ADMINISTRATOR deems necessary to verify and review CONTRACTOR'S performance under this CONTRACT and to provide to the CONTRACT ADMINISTRATOR pertinent information relative to the maintenance, operation, and safety ofthe sites. 5.06 The Contracted staff shall locate and complete the Cleaning Checklist daily (see sample in Appendix A) and the CONTRACTOR shall submit with requests for payment. Failure to submit will result in non-payment. 5.07 The Contracted staff shall complete their Time Tracker (see Appendix D) and the CONTRACTOR shall submit with requests for payment. Failure to submit will result in non-payment. 6.00 PERFORMANCE MEASUREMENT PLAN 6.01 CONTRACTOR'S Performance Management Procedures must be detailed and samples of reports, logs, tools, etc., of said performance management should be included in the Proposal. Shift reports, sign-off sheets or the like, 22 City Attorney Approved Version 2/17/12 documenting specific work performed during that period and detailing any required reporting and/or problems encountered shall be submitted by the CONTRACTOR'S supervising staff to the CONTRACT ADMINISTRATOR. These reports verifying that work has been performed, in the designated location and during the designated period, in an acceptable manner must be signed by the CONTRACT ADMINISTRATOR or designee or the CONTRACTOR will not be paid. All reports, logs, tools, etc shall be maintained and submitted in a City approved electronic format. 6.02 In addition to the above reports, the Performance Management Procedures Program shall be capable of generating monthly Inspection Summary Reports. The inspection summary report(s) shall provide a summary of all inspections for the entire CITY and shall include the total number of inspections performed during any given month, the frequencies if discrepancies by type and associated correction timeframes, number and types of maintenance observations reported during said period and all other relevant summary data. 6.03 CONTRACTOR'S authorized Manager and designated Supervisory Staff shall meet monthly with the CONTRACT ADMINISTRATOR and/or designee to review Contract Performance. CONTRACTOR'S equipment and chemicals will be reviewed by the CONTRACT ADMINISTRATOR or designee on a regular basis to assure compliance and proper function. The CONTRACTOR will be required to modify, change and improve equipment and supplies as indicated by these inspections. 6.04 The CONTRACTOR shall conduct performance evaluations on the contracted staff and be available for review by the CONTRACT ADMINISTRATOR after the first 30 days, 60 days, 90 days and 120 days of the initial contract year. Further evaluations shall be requested at the discretion of the CONTRACT ADMINISTRATOR for the life on the CONTRACT. Contracted staff that does not meet the CONTRACT specifications shall be terminated from the CONTRACT. 6.05 All functions of the Performance Management Procedures Program shall be available to the CONTRACT ADMINISTRATOR or designee. 7.00 EXTRA WORK 7.01 The CITY may award Extra Work to the CONTRACTOR, or to other forces, at the discretion of the CONTRACT ADMINISTRATOR. New or unforeseen work will be classified as "Extra Work" when the CONTRACT ADMINISTRATOR determines that it is not covered by CONTRACT unit prices or is significantly different than the CONTRACTOR'S other work areas. 23 City Attorney Approved Version 2/17/12 Areas added that are of similar size and scope to the CONTRACTOR'S current work shall be compensated as indicated in Section 3.06. Areas that do not meet the criteria indicated in Section 3.06 are subject to adjustment in payment in accordance with Extra Work. Extra Work shall be performed by agreement between the CONTRACT ADMINISTRATOR and the CONTRACTOR or on a NEGOTIATED PROPOSAL AND ACCEPTANCE basis in accordance with Section 7.00 or on a TIME AND MATERIALS basis in accordance with Section 8.00. 7.02 If the CONTRACT ADMINISTRATOR determines that the Extra Work can be performed by CONTRACTOR'S present work force, CONTRACT ADMINISTRATOR may authorize modification of the CONTRACTOR'S Routine Operations Schedule or Annual Calendar in order to compensate CONTRACTOR for performing said work. 7.03 Prior to performing any Extra Work, the CONTRACTOR shall prepare and submit a written proposal including a description of the work, a list of materials, and a schedule for completion. No work shall commence without written approval of the CONTRACTOR'S proposal by the CONTRACT ADMINISTRATOR. This proposal is subject to acceptance or negotiation by the CONTRACT ADMINISTRATOR. 7.04 In the event that CONTRACTOR'S proposal for Extra Work is not approved, the CONTRACT ADMINISTRATOR reserves the right to perform such work with other forces or to compel the CONTRACTOR to perform the work on a TIME AND MATERIALS Basis. Invoices for EXTRA WORK on a TIME AND MATERIALS basis are subject to CONTRACTOR markup in accordance with the Section 8.00. 7.05 When a condition exists which the CONTRACT ADMINISTRATOR deems urgent, the CONTRACT ADMINISTRATOR may verbally authorize the work to be performed upon receiving a verbal estimate from the CONTRACTOR. However, within twenty-four (24) hours after receiving a verbal authorization, the CONTRACTOR shall submit a written estimate, consistent with the verbal authorization, to the CONTRACT ADMINISTRATOR for approval. 7.06 All Extra Work shall commence on the specified date established and CONTRACTOR shall proceed diligently to complete said work within the time allotted. 8.00 NEGOTIATED PROPOSAL AND ACCEPTANCE 8.01 The CITY may award work to the CONTRACTOR, at the discretion of the CONTRACT ADMINISTRATOR. New work will be awarded on a negotiated 24 City Attorney Approved Version 2/17/12 proposal and acceptance basis when the CONTRACT ADMINISTRATOR determines that it is appropriate to negotiate a fixed price for work in lieu of utilizing unit prices. Payment for Work shall be performed by negotiated agreement between the CITY and the CONTRACTOR or on a TIME AND MATERIALS basis in accordance with the Vendor's Proposed Cost of Services chart. 8.02 Prior to performing any work, the CONTRACTOR shall prepare and submit a written proposal including a description of the work, a list of materials, and a schedule for completion. No work shall commence without written approval of the CONTRACTOR'S proposal by the CONTRACT ADMINISTRATOR. This proposal is subject to acceptance or negotiation by the CONTRACT ADMINISTRATOR. 8.03 All work shall commence on the specified date established and CONTRACTOR shall proceed diligently to complete said work within the time allotted. 9.00 TIME AND MATERIALS 9.01 In the event that the CONTRACT ADMINISTRATOR determines that work requested is of an unknown duration, not easily quantified or the CONTRACTOR'S proposal for work is not approved, the CONTRACT ADMINISTRATOR reserves the right to perform such work with other forces or to compel the CONTRACTOR to perform the work on a TIME AND MATERIALS basis. 9.02 The CONTRACT ADMNISTRATOR may direct CONTRACTOR to proceed by allowing him/her to use the following rates or percentages as added costs for the markup of all overhead and profits: 1) Labor Hourly As Stipulated in Bid Item A-23. 2) Materials 15 3) Equipment Rental 15 4) Other Items and Expenditures 15 9.03 All work shall commence on the specified date established and CONTRACTOR shall proceed diligently to complete said work within the time allotted. 10.00 AS NEEDED SERVICES FOR SPECIAL EVENTS 10.01 The CITY may award work to the CONTRACTOR, at the discretion of the CONTRACT ADMINISTRATOR for custodial services during or following scheduled special events. The CONTRACT ADMINISTRATOR shall provide the CONTRACTOR with twenty-four (24) hours' notice and shall request additional personnel to perform these services. The CONTRACTOR shall dispatch the number of custodians requested to the locations requested by 25 city Attorney Approved Version 2/17/12. the CONTRACT ADMINSTRATOR. The CITY guarantees a minimum of two (2) hours for each custodian requested in this section. The CONTRACTOR shall be compensated at fixed price for work utilizing unit prices in accordance with the Vendor's Proposed Cost of Services chart. 10.02 Work items performed underthis section include all items indicated in "Daily Activities and/or Section Weekly Activities for Facilities/Park Restrooms as directed by the CONTRACT ADMINISTRATOR. All other quality/materials requirements stipulated in this AGREEMENT apply to work performed under this section. 10.03 All work shall commence on the specified date/time established and CONTRACTOR shall proceed diligently to complete said work within the time allotted. 11.00 CONTRACTOR'S DAMAGES 11.01 All damages or losses incurred or breach of security to existing facilities by the CONTRACTOR'S operation due to errors, mistakes, malfeasance or misfeasance or any other reason by the CONTRACTOR'S employees shall be repaired or replaced, by the CONTRACTOR or by other forces, all at the discretion of the CONTRACT ADMINISTRATOR, all at the CONTRACTOR'S expense. 12.00 COMMUNICATIONS AND EMERGENCY RESPONSE 12.01 Contracted staff shall report any damaged or broken plumbing, glass or windows, light fixtures, an un-lockable exterior door, furniture, restroom fixtures, toilet stoppages any security violations, vandalism, electrical power outage, hazardous conditions, problems with heating and ventilating equipment, or any other condition to be considered unsafe, that may require attention for repairs, adjustment, replacement or correction to the CONTRACT ADMINISTRATOR or CITY Facility Department (760-434-2943) within twenty-four (24) hours of detection or observation. Overnight work: Report any emergency of a safety, security or health problem to the CITY Police Dispatcher (760-931-2197) including, but not limited to, an un-lockable exterior door, broken ground floor window, plumbing stops or leaks, electrical power outage, cooling or heating malfunction or other similar problem that cannot wait to be repaired until the next work day. Emergency problems reported to the Dispatcher and non-emergency items that require attention shall be expeditiously submitted in writing to the CONTRACT ADMINISTRATOR on the next work day. 26 City Attorney Approved Version 2/17/12 12.02 The Contracted Staff shall, during the term of this CONTRACT, carry either a pager or a cellular phone capable of receiving text messages on them during their schedule shift (6:00 AM - 2:30 PM) so that CITY staff may reach them for required services. Immediately response (no more than 15 minutes) shall be required. The CONTRACTOR shall provide the CONTRACT ADMINISTRATOR said phone numbers. All pager or cellular expenses shall be paid for by the CONTRACTOR and payment for such cost shall be in the bid pricing provide. No additional compensation will be paid. 12.03 Whenever immediate action is required to prevent possible injury, death, or property damage, CITY may, after reasonable attempt to notify the CONTRACTOR, cause such action to be taken by alternate work forces and, as determined by the CONTRACT ADMINISTRATOR, charge the cost thereof to the CONTRACTOR, or deduct such cost from any amount due to the CONTRACTOR. 12.04 All complaints shall be abated as soon as possible after notification; but in all cases within 24 hours, to the satisfaction of the CONTRACT ADMINISTRATOR. If any complaint is not abated within 24 hours, the CONTRACT ADMINISTRATOR shall be notified immediately of the reason for not abating the complaint followed by a written report to the CONTRACT ADMINISTRATOR within five (5) working days. If the complaints are not abated within the time specified or to the satisfaction of the CONTRACT ADMINISTRATOR, the CONTRACT ADMINISTRATOR may correct the specific complaint and the total cost incurred by the CITY will be deducted and forfeit from payments owing to the CONTRACTOR from the CITY. 12.05 The CONTRACTOR shall maintain a written log of all call back / complaint communications, the date and the time thereof and the action taken pursuant thereto or the reason for non-action. Said log of complaints shall be open to the inspection of the CONTRACT ADMINISTRATOR at all reasonable times. 12.06 CONTRACTOR'S supervisor shall carry a cellular phone with local San Diego region area code. Supervisor shall respond to any request from the CITY within thirty minutes at any time. The CITY shall not contact the CONTRACTOR'S supervisor except during normal working hours. 13.00 SAFETY 13.01 CONTRACTOR agrees to perform all work outlined in this CONTRACT in such a manner as to meet all accepted standards for safe practices during the maintenance operation and to safely maintain stored equipment, machines, and materials or other hazards consequential or related to the work; and agrees additionally to accept the sole responsibility for complying with all CITY, County, State or Federal requirements at all times so as to 27 city Attorney Approved Version 2/17/12 protect all persons, including CONTRACTOR'S employees, agents of the CITY, vendors, members of the public or others from foreseeable injury, or damage to their property. CONTRACTOR shall make weekly inspections for any potential hazards at said sites and keep a log indicating date inspected and action taken. 13.02 It shall be the CONTRACTOR'S responsibility to inspect, and identify, any condition(s) that renders any portion of the premises unsafe, as well as any unsafe practices occurring thereon. The CONTRACT ADMINISTRATOR shall be notified immediately of any unsafe condition that requires major correction. CONTRACTOR shall be responsible for making minor corrections including, but not limited to; mopping up wet floors; traffic cones to alert patrons of the existence of hazards; and the like, so as to protect members of the public or others from injury. 13.03 CONTRACTOR shall notify the CONTRACT ADMINISTRATOR immediately of any occurrence on the premises of accident, injury, or persons requiring emergency services and, if so requested, shall prepare a written report thereof to the CONTRACT ADMINISTRATOR within two (2) calendar days following the occurrence. CONTRACTOR shall cooperate fully with the CITY in the investigation of any such occurrence. 13.04 All appropriate personal protective equipment shall be provided by the CONTRACTOR when there is occupational exposure. Such items include but no limited to gloves, face shields, masks, respirators, eye protection, hearing protection, head protection, knee pads, back support, utility lantern and rain gear. 13.05 The CONTRACTOR shall ensure that its' staff is drug free. No alcohol or drug use shall be permitted on CITY property. Smoking is not allowed in CITY buildings. Contracted staff shall not work in any CITY building while under the influence of non-prescribed drugs and only if consistent with the usage restrictions of prescribed drugs. 13.06 The CONTRACTOR must certify that all employees and representatives are trained to recognize and understand the Universal Safety Symbols. 13.07 CONTRACTOR'S staff and representatives must be fluent in English 14.00 HOURS AND DAYS OF MAINTENANCE SERVICES 14.01 The basic daily hours of maintenance service for Park restrooms shall be 10:00 p.m. to 5:00 a.m., which shall be considered normal work hours as may pertain to any other provision of the CONTRACT. No work shall begin prior to 10:00 p.m. and all work shall be completed by 5:00 a.m. with the exception 2 8 city Attorney Approved Version 2/17/12 of the Beach Bluff Restroom and Carrillo Ranch Restrooms. The hours of service for the Beach Bluff Restroom are 8:00 p.m. (or dusk) to 12:00 a.m. No work shall begin at the Beach Bluff Restroom prior to 8:00 p.m. (or dusk) and all work shall be completed by 12:00 a.m. The hours of service for Leo Carrillo Ranch Restrooms and walkways shall be 6:30 a.m. - 8:30 a.m. and interior cleaning shall start at 8:30 a.m. 14.02 The CONTRACTOR shall be responsible for locking the Park restrooms (Excluding Leo Carrillo Ranch). The Beach Bluff Restroom shall be locked, by the CONTRACTOR, between the hours of 8:00 p.m. and 8:30 p.m. (or dusk). All other Park Restrooms are to be locked, by the CONTRACTOR, between the hours of 10:00 p.m. and 11:00 p.m. to insure that unauthorized personnel cannot access the facilities during hours of park closure. The CONTRACTOR shall be responsible for unlocking and re-locking the Park restrooms when service is not completed prior to the specified time for locking the facility. 14.03 The basic daily hours of maintenance service for Facilities shall be 6:00 a.m. to 2:30 p.m., which shall be considered normal work hours as may pertain to any other provision of the CONTRACT. The basic daily hours of maintenance service for Leo Carrillo Ranch Historic Buildings shall be 8:30 a.m. to 11:00 a.m., which shall be considered normal work hours as may pertain to any other provision of the CONTRACT. 14.04 The CONTRACTOR shall be responsible for unlocking, including disabling alarm systems, before performing services. 14.05 In some locations the CITY has installed wateriess urinals. The CONTRACTOR shall maintain the waterless urinals per the manufacture's recommendations including cartridge replacements schedule and cleaning chemicals. 14.06 The CONTRACTOR shall not duplicate keys to buildings and park restrooms; additional keys, as needed, shall be provided by the CONTRACT ADMINISTRATOR. The CONTRACTOR will be required to perform an annual key audit with the CONTRACT ADMINISTRATOR or designee. 14.07 All lights are to be turned off when leaving unoccupied buildings 14.08 CONTRACTOR shall provide staffing to perform the required maintenance services during the prescribed hours five to seven (5-7) days per week for Facilities, seven (7) days per week for Park restrooms and three (3) days per week at Leo Carrillo Ranch. Scheduled cleaning days for Facilities are indicated in Bid Schedule "A". Any changes in the days and hours of operation heretofore prescribed shall be subject to approval by the CONTRACT ADMINISTRATOR. The CONTRACTOR is advised that hours 2 9 City Attorney Approved Version 2/17/12 of service and cleaning specifications for Leo Carrillo Ranch differ significantly from other service areas and are clearly indicated in the specifications. 14.09 CONTRACTOR employees shall not use CITY phones, computers, copiers, fax machines, or other such equipment 14.10 Per State of California Labor Code, CONTRACTOR is directed to the following prescribed requirement with respect to the hours of employment. Eight (8) hours of labor under this CONTRACT shall constitute a legal day's work and said CONTRACTOR shall not require or permit any laborer, worker or mechanic, or any subcontractor employed by him to perform any of the work described herein to labor more than eight (8) hours during any one day or more than forty (40) hours during any one calendar week, except as authorized by State of California Labor Code Section 1815. 15.00 MAINTENANCE SCHEDULES 15.01 The CONTRACTOR shall, within twenty (20) days after the award of bid of this CONTRACT, submit work schedules and employees names to the CONTRACT ADMINISTRATOR for review and approval. Said work schedules shall identify required operations and delineate the time frames for performance. A Routine Operations Schedule shall include all tasks required at least monthly. Attach sample Annual Calendar and Routine Operations Schedule formats in Appendix B. 15.02 The CONTRACTOR shall submit revised schedules when actual performance differs substantially from planned performance, and from time to time as requested by the CONTRACT ADMINISTRATOR. Said revisions shall be submitted to the CONTRACT ADMINISTRATOR for his review and approval, within five (5) working days prior to the original or revised scheduled time for the work, whichever is earlier. 16.00 HOLIDAY SCHEDULES 16.01 In observance of CITY Holiday's, Arts Office, Aviara Modular, Aviara Park Maintenance Office, Granary, Heritage Hall, Holiday House, Kruger House, Leo Carrillo Ranch, Magee House, Municipal Water District, Parks Administration, Parks Modular/Break Room, Streets & Facilities Admin, Scout House and CIT Trailer will be closed as follows: New Year's Day Columbus Day Martin Luther King Jr Day Veteran's Day President's Day Thanksgiving Day Memorial Day Thanksgiving Friday Independence Day Christmas Day 3 0 City Attorney Approved Version 2/17/12 Labor Day 16.02 All other facilities including the block house restroom shall be cleaned everyday as specified in the CONTRACT. The CONTRACTOR shall contact the CONTRACT ADMINISTRATOR to obtain the actual observance dates of the above Holidays. 17.00 CONTRACTOR'S STAFF AND TRAINING 17.01 The CONTRACTOR shall provide sufficient personnel to perform all work in accordance with the specification set forth herein so that is does not disrupt the functions and normal day-to-day operations, public meetings, classes or events of CITY Facilities. The CITY will not provide any supervision to Contracted employees. CONTRACTOR must have sufficient staffing to oversee all staff, to include training, supervision and the resolution of issues or problems that may arise. 17.02 The CONTRACTOR shall consider and plan for appropriate labor resources for illness, vacation and other loss time events so services shall continue uninterrupted. 17.03 CONTRACTOR shall not hire temporary type employee hired on the spot through an employment agency that have not been disclosed in the bid docs, successfully passed a fingerprinting and background screening and have been properly trained. In no case shall any hires be made without proper background and finger printing checks. 17.04 The CONTRACTOR shall provide a list of employee name's and work location(s) at the start of the Contract and every three (3) months thereafter. When staffing changes occur, the CONTRACTOR shall update the location list and give a copy to the CITY. 17.05 Contracted staff is expected to handle any necessary communication and actions with CITY staff and the public in a professional manner. 17.06 In cooperation with the Carisbad Police Department, CONTRACTOR agrees to, and pays all cost for, fingerprinting and background checks on all personnel providing custodial services for this contract. The CONTRACTOR shall keep 1-9 forms and any required attachment documentation on file for all employed personnel servicing this CONTRACT. In the event such background check reveals an item, which Carlsbad Police or the CONTRACT ADMINISTRATOR deems a security problem, CITY shall request that such individual be removed from the list of personnel authorized to provide custodial services underthis CONTRACT. Throughout the life of the CONTRACT, the CITY reserves the right to require 31 City Attorney Approved Version 2/17/12 the CONTRACTOR to have fingerprinting and background checks updated or completed upon request at the CONTRACTOR'S cost. There will be no exceptions and no substitutions of personnel without prior fingerprinting and background clearance checks. Currently the cost for fingerprinting and background checks are $52.00 per person (subject to change without notification) and will take approximately one (1) week for results. CONTRACTOR shall IMMEDIATELY notify the CONTRACT ADMINISTRATOR when CONTRACTOR'S staff has been terminated and shall recover all City-issued keys from the terminated staff. CITY will determine if an alarm code change is appropriate based on the circumstances of the termination. 17.07 Contracted staff shall not engage in and shall prohibit the moving and reading of papers on desks, the opening of desk drawers and cabinets, the using of CITY telephones and office equipment. 17.08 Contracted staff shall not remove or consume anything belonging to the CITY or CITY employees, including removal of food and beverages from CITY refrigerators, cabinets or lockers. This policy includes any articles that may be deposited for disposal in trash or recycling receptacles. 17.09 Contracted staff shall not operate or adjust the settings of any of the heating, ventilating or air conditioning systems in any facilities without written authorization ofthe CONTRACT ADMINISTRATOR. 17.10 CONTRACTOR shall have an "on-site" representative with authority to contractually bind CONTRACTOR in matters, which may arise during this Agreement performance period. CONTRACTOR shall provide, prior to commencement of work under this Agreement, in writing to the CONTRACT ADMINISTRATOR, a statement indicating by name the specific authority vested in the "on-site" representative. CONTRACTOR'S "on-site" representative shall be responsible for instructing and training of CONTRACTOR'S personnel in the proper and specified work method and procedures; directing, scheduling, and coordinating all custodial services and functions to completely accomplish the work as required by this Agreement. The "on-site" representative shall be available for consultation regarding problems on a daily basis at some time during regular working hours (8:00 a.m. to 5:00 p.m., Monday through Friday). 17.11 Each crew member of CONTRACTOR'S employees shall be fluent in the English language. For the purposes of this section a crew is understood to be any Individual worker or group of workers who might service any site without other CONTRACTOR'S supervisory personnel present. 32 city Attorney Approved Version 2/17/12 17.12 The CONTRACT ADMINISTRATOR may at any time give CONTRACTOR written notice to the effect that the conduct or action of a designated employee of CONTRACTOR is, in the reasonable belief of the CONTRACT ADMINISTRATOR, detrimental to the interest of the public patronizing the premises. CONTRACTOR shall meet with representatives of the CONTRACT ADMINISTRATOR to consider the appropriate course of action with respect to such matter and CONTRACTOR shall take reasonable measures under the circumstances to assure the CONTRACT ADMINISTRATOR that the conduct and activities of CONTRACTOR'S employees will not be detrimental to the interest of the public patronizing the premises. 17.13 The CONTRACT ADMINISTRATOR may at any time order any of the CONTRACTOR'S personnel removed from the premises when, in the reasonable belief of the CONTRACT ADMINISTRATOR, said CONTRACTOR'S personnel is objectionable, unruly, unsafe, or otherwise detrimental to the interest of the CITY or the public patronizing the premises. 17.14 The CONTRACTOR shall require each of his personnel to adhere to basic public works standards of working attire including uniform shirts and/or vests clearly marked with the CONTRACTOR'S company name and employee name badges as approved by the CONTRACT ADMINISTRATOR. Sufficient changes shall be provided to present a neat and clean professional appearance of the CONTRACTOR'S personnel at all times. Shirts shall be worn, buttoned and tucked in at all times. CONTRACTOR'S personnel shall be equipped with proper shoes and other gear required by State Safety Regulations. Brightly colored traffic vests or reflectors shall be worn when personnel are working near vehicular traffic. Personal appearance shall be taken into consideration. Body odor of any sorts shall not be tolerated. 17.15 CITY facilities are "off limits" to all unauthorized personnel. There will be no unauthorized visits by friends, family, pets or other people during the work shift. Authorization must be in writing and come from the CONTRACT ADMINISTRATOR. 17.16 CONTRACTOR, its employees or representatives shall not represent to anyone that the CONTRACTOR or its employees or representatives is an employee or representative of the CITY for any purposes. CONTRACTOR shall be solely responsible for all acts of its employees or representatives during the performance of this CONTRACT. 17.17 CONTRACTOR'S personnel shall possess the minimum qualifications for the position in which each is working, as set forth in Exhibit B. 17.18 The CONTRACTOR shall provide their annual safety training schedules within the first two weeks of the Contract year, every year for the life of this 33 city Attorney Approved Version 2/17/12 CONTRACT. At minimum, topics shall include: Blood Borne Pathogens, Common First Aid, Emergency Evacuation Plan, Fire Extinguisher / Fire Prevention, OHSA / MSDS Awareness, Personal Protective Equipment, Back Injury Prevention / Safety Lifting Techniques, Floor Care, Restroom Cleaning and Disinfection, Chemical Awareness / Application and Tools, Equipment and Machine Application / Training. The CONTRACTOR shall maintain a training record for each employee, the training records shall show, as a minimum, the employee's name, date of employment and the type and date of each training topic. Such records shall be made available to the CONTRACT ADMINISTRATOR or designee on the first business day of each month or in advance upon request. The CONTRACT ADMINISTRATOR or designee may, from time to time, monitor the conduct of such training classes. Documentation of all training shall be supplied to the CONTRACT ADMINISTRATOR in a timely manner. 17.19 CONTRACTOR is encouraged to provide on-going systematic skills training, and to promote participation in, and certification by professional associations. CONTRACTOR'S systematic skills training program, and certifications required by the CONTRACTOR for employees in a given position, should be noted in the Exhibit B. 17.20 Contracted staff shall be assigned to a specific building(s) and shall be exclusively in that area and will not perform other or additional duties specified herein during that shift, unless approved by the CONTRACT ADMINISTRATOR. All contracted staff shall be on a full time, onsite basis unless OthenA/ise approved in writing by the CONTRACT ADMINSTRATOR. 17.21 All contracted staff will remain in the assigned building(s) during their work shift, with the exception of using the restroom or for designated breaks. At those times employees may be in designated restroom/break areas. 18.00 PROHIBITION AGAINST EMPLOYEMENT OR CONTRACTING OF ILLEGAL IMMIGRANTS TO PERFORM WORK UNDER THIS CONTRACT 18.01 Neither the CONTRACTOR nor any subcontractor shall knowingly employ or contract with an illegal immigrant to perform work under the CONTRACT. The provisions below are incorporated herein. 18.02 Without limiting the terms of this CONTRACT, the CONTRACTOR shall establish appropriate procedures and controls so that services under this CONTRACT will not be performed by using any worker who is not legally eligible for such employment under the United States Immigration laws. Failure to satisfactorily comply with this condition may cause the CITY to immediately terminate this CONTRACT. 34 city Attorney Approved Version 2/17/12 18.03 The CONTRACTOR represents, warrants and agrees that: • It has verified or attempted to verify that it does not employ any illegal immigrants, through participation in the Basic Pilot Employment Verification Program administered by the US Social Security Administration and US Department of Homeland Security and will apply annually or upon a new hire. • If it obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs with or contracts with an illegal immigrant, it will notify such subcontractor and the CITY within two (2) days, and terminate such subcontractor if within two (2) days after such notice the subcontractor does not stop employing or contracting with the illegal immigrant, unless during such two (2) day period the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal immigrant. • If the Contractor fails to comply with any provision of this Exhibit C, the CITY may terminate this Agreement for breach and the Contractor shall be liable for actual and consequential damages to the CITY. 19.00 NON-INTERFERENCE - NOISE 19.01 CONTRACTOR shall not interfere with the public use of the premises and shall conduct its operations as to offer the least possible obstruction and inconvenience to the public or disruption to the peace and quiet of the area within which the services are performed. 19.02 In the event that the CONTRACTOR'S operations must be performed when persons of the public are present, CONTRACTOR shall courteously inform said persons of any operations that might affect them and, if appropriate, request persons to move out of the work area. 19.03 CONTRACTOR shall be subject to local ordinances regarding noise levels with regard to equipment operations. CONTRACTOR shall not use any power equipment outdoors prior to 7:00 a.m. or later than 10:00 p.m. Further, any schedule of such operations may be modified by CONTRACT ADMINISTRATOR in orderto insure that the public is not unduly impacted by the noise created by such equipment. 20.00 RECYCLING PROGRAM & COMPLIANCE WITH ENVIRONMENTAL REQUIREMENTS 20.01 CONTRACTOR shall be responsible for participating in the Solid Waste / Recycling Program at the CITY as well as the use of green chemicals and products. 3 5 City Attorney Approved Version 2/17/12 20.02 The CITY currently recycles cardboard, aluminum, office paper, telephone books, books and newspapers. The CONTRACTOR will be responsible for placing segregated waste materials into the proper receptacles. This includes all current and future waste streams and recycling waste streams. CONTRACTOR will handle segregated materials in a manner to ensure that recycling receptacles are not used for inappropriate materials. 20.03 The CONTRACTOR will be responsible for supporting any future recycling efforts or enhancements that the CITY implements during the life of the CONTRACT. 20.04 The CONTRACTOR shall practice energy conservation by keeping windows and exterior doors closed (do not prop open). Water from sinks is not allowed to run continuously. 20.05 The CONTRACTOR shall comply with all Storm Water Best Management Practices (BMPs). CONTRACTOR will incorporate and comply with all applicable BMPs during the completion of this agreement. All work must be in compliance with the San Diego Regional Water Quality Control Board (RWQCB) permit, Carisbad Municipal Code and the City of Carlsbad Jurisdictional Urban Runoff Management Plan (JURMP) incorporated herein by reference including but not limited to capture and legal disposal of all cleaning compounds, liquids or other related materials. 20.06 In the case of a release, spill or leak as a result of the CONTRACTOR'S activities, CONTRACTOR shall immediately control and remediate the contaminated media to applicable federal, state and local standards. The CONTRACTOR agrees that In such event it will immediately clean up all spills and the cleanup material shall be disposed of offsite at the CONTRACTOR'S sole expense. The CONTRACTOR agrees that it shall reimburse the CITY for any penalties and all costs and expenses, including without limitation attorney's fees, incurred by the CITY as a result of the release or disposal by the CONTRACTOR. 21.00 EQUIPMENT 21.01 The CONTRACTOR shall furnish all equipment, accessories and tools necesssary to perform the work properly as defined in this CONTRACT. Contracted staff shall insure prior to the beginning of each work shift that-each janitorial closet and each janitorial cart is provided with the appropriate equipment, chemicals and supplies. 21.02 The CONTRACTOR shall clearly label all equipment with their company name. An inventory will be conducted thirty (30) days after the start ofthe CONTRACT 3 6 city Attorney Approved Version 2/17/12 and maybe conducted at the discreation ofthe CONTRACT ADMINISTRATOR through the life of the CONTRACT to verify that the CONTRACTOR has the sufficient tools and equipment to perform all services. 21.03 All equipment required for the performance of work under this CONTRACT shall be new and designed to perform the kind of work prescribed in the specifications at the time services begin at the CITY, whether leased or purchased. Said equipment shall be used exclusively for the performance of work defined herein. Examples include but are not limited to vacuums, brooms, brushes, mops, mop buckets, cleaning towels and dust wands. 21.04 The CONTRACTOR shall provide, maintain, repair and/or replace monthly or as needed, all necessary custodial tools and equipment including, but not limited to brooms, brushes, mops, pails, vacuum cleaners, rotary buffers, dust cloths, dust wands, scrubbers, etc. 21.05 The CONTRACTOR shall submit with the Proposal and before the beginning the work to the CONTRACT ADMINISTRATOR a list of each type of equipment and tools to be used over $1,000.00 in cost, showing all the required capable items, the manufacturer's specifications and photocopies of each type of equipment and tool. 21.06 The CONTRACTOR shall not use alternate equipment or tools without prior written permission from the CONTRACT ADMINISTRATOR. 21.07 If requested by the CONTRACT ADMINISTRATOR, the CONTRACTOR shall make the equipment and/ or tools available for performance evaluation by the CONTRACT ADMINISTRATOR. Any costs associated with the evaluation shall be the sole responsibility ofthe CONTRACTOR. 21.08 The CONTRACTOR shall maintain on file a complete set of operating and maintenance instructions for all types, brands and models or powered equipment used in the performance ofthe work required herein. 21.09 All equipment shall have adequate bumpers and guards to prevent marking or scratching of fixtures, furnishings and/or building surfaces. 21.10 All electrical equipment used bythe CONTRACTOR shall meet all applicable safety requirements. This shall include either the use of ground fault interrupters or a wiring inspection program to assure the integrity of ground pins, grounding continuity, strain relief and insulation quality of plugs and cords. This equipment must operate at full rated performance levels using existing building circuits. It shall be the responsibility ofthe CONTRACTOR to prevent the operation or the attempted operation of electrical equipment or combinations of equipment that requires power exceeding the capacity of the existing building circuits. 3 7 city Attorney Approved Version 2/17/12 22.00 CHEMICALS, CLEANING PRODUCTS & MATERIALS 22.01 All work involving the use of chemicals shall be in compliance with all Federal, State and local laws. CONTRACTOR must demonstrate safety procedures for use of chemicals. 22.02 The CONTRACTOR shall use the installed Waxie Dilution Control Solution Systems and the appropriate chemicals. 22.03 Records of all operations, including applicators names stating dates, times, methods of application, chemical formulations, and weather conditions shall be made and retained according to governing regulations. 22.04 Material Safety Data Sheets (MSDS) and sample labels shall be provided to the CONTRACT ADMINISTRATOR for all products and chemicals used within the CITY, and shall be on site during any application, mixing or transporting of these products and chemicals. All chemical bottles shall have approved labels affixed. Hand written labels are not acceptable. 22.05 No chemicals or cleaning agents shall be stored at any facility without the express written permission of the CONTRACT ADMINISTRATOR, but shall be carried to and from the job site daily. 22.06 Materials used by CONTRACTOR in the performance of this Agreement, including but not limited to cleaning supplies and paper products, shall consist only of those specific types and brands approved in writing by the CONTRACT ADMINISTRATOR. 22.07 The CONTRACTOR shall supply and maintain one full case of the following supplies in all restrooms listed under Schedule B at all times: Toilet paper Paper towels Seat liners Hand soap Wastebasket liners /// /// 3 8 city Attorney Approved Version 2/17/12 22.08 Materials used by CONTRACTOR in the performance of this Agreement shall be the following (or approved equal, *SUBJECT TO CHANGE): City of Carlsbad Fax Order Sheet WAXIER SANITARY SUI>PLV Phone: (800)544-8054 Fax: 707-0409 Please Fax All Orders to the Above Fax Number Ship To Address Spedal Instructions: Customer#: Effective Date: P.O. Number: Expiration Date: QTY. Waxie # Description u/ M Price QTY. Waxie # Description U/M Price «>HfSf « Soap 708103 24 X 33 8 Mic. natural. 1000/cs CS $26.34 380254 Lan-O-Tone Hand Soao Almond CS $19.96 708107 33x40 16 Mic. Natural 250/cs CS S21.09 381625 Purell Foam Sanitizer 2X1.2L CS $65.23 708102 40X46 1.30 Mil Black Liner 100/cs CS S20.34 381610 #9651 Purell Instant Hand Sanitizer CS $48.60 702080 33x40 Waxie Steel Liner 250/cs CS $32.41 Paper SM Machines | ^« 850560 lEnMotion Towels White 6/8007c.s CS $58.24 574917 Pa oer Filter Bass for NSS Pacer 12 PK $23.14 850550 [EnMotion Towels Brown 6/cs CS S53.00 260840 19" 3M Red Pad 5/cs CS $25.74 851178 1855 Clean & .Snft White 2-PlvTP. 80/cs cs §39.21 260850 20" 3M Red Pad CS $28.06 851157 ISuoer Roll White 2-Plv Toilet Tissue. cs $28.00 573130 SUPER COACH FILTER BAGS PK $11.56 850232 12001 Clean & Soft White M/F, 16/250/cs CS $22.15 Miscellaneous M 650081 #24 Resular Ravon MOD. 12/CS CS $66.86 WAXIE No Streak Glass Cleaner. 12/at cs $27.41 651222 3M EasvTrao Duster 8"X6"X125' CS $52.87 030111 WAXIE Traffic Signal Disinfec Bowl cs $26.00 660050 35 QT Backsaver Combo/Sideoress ST $116.76 070411 Folex SDOtter4/sl/cs cs $40.00 650821 #524 Dust MOD Head EA $70.27 070912 Extra (Host) Drv Caroet Cleaner 4dm/cs cs $132.66 650691 84SDeed Handle EA $10.07 070861 General Purpose Spotter 6X32 oz CS $46.98 890040 Trisser Soraver EA $0.45 320002 WAXIE-Green Neutral Cleaner 4X1 DM $42.79 890050 Spray Bottle - 32oz. EA $0.63 170180 Envy Foaming Disinfectant CInr Aerosol CS $70.74 770100 New White Bar Towels 5DZ/CS CS $29.93 Restroom 160730 Manso Plus Liauid Enzvme 12at/cs CS $40.28 060430 Little Dipper Bowl Mop EA $0.82 910535 White Sand 50lbs px $08.97 162050 Spring Mint Urinal Screen w/ Blue Block DZ $11.83 350474 W#74 Nvlon Scrubbing Pad 20/cs CS $16.81 161700 SMARTCELL WHITE DISPENSER 12/CS CS $17.14 530581 Ultra Ivorv Pot and Pan Liauid. CS $40.61 161710 SMARTCELL CITRUS BURST 60-DAY CS $55.03 770080 New Polishins Diaoer Clothes DZ $18.13 161720 SMARTCELL COOL BLUE 60-DAY CS $55.03 890045 24-oz Plastic Bottles. EA $0.59 161726 SMARTCELL MANGO 60-DAY CS $55.03 910640 #2 Rock Salt. 50 Ib. sack SK $7.00 161727 SMARTCELL APPLE CINNAMON 60-DAY CS $55.03 190100 Lobbv Dust Pan EA $14.26 Tamoax Res. Tamoons CS $67.00 730770 Brute Caddy Bag-Yellow EA $28.50 160255 Wave Urinal Screen Spiced Apple BX $13.00 SOUiTA 160265 Wave Urinal Screen Cotton Blossom BX $13.00 160115 SOLSTA 330 Fresh Mmt Enxvme CS $214.66 fMmm^mMi Gloves 170500 SOLSTA 315 Foamins Acid CS $78.85 792060 SM Blacknite Powderfree Gloves lObx/cs CS $73.20 170700 SOLSTA 764 Lemon Quat CS $66.58 792061 MD Blacknite Powderfree Gloves lObx/cs CS $73.20 410061 SOLSTA 443 Citrus Hvdroxvclean CS $67.68 792062 LG Blacknite Powderfree Gloves lObx/cs CS $73.20 320007 SOLSTA 243 Green Neutral Cleaner CS $67.38 792063 XLG Blacknite Powderfree Gloves lObx/ci CS $73.20 410099 SOLSTA 120 XHD Desreaser CS $143.90 950110 SOLSTA 543 Green Glass/Surface CS $60.80 * Free delivery on all orders $200.00 or more 39 City Attorney Approved Version 2/17/12 22.09 The CITY currently utilizes Waxie Sanitary Supply as our contracted Custodial Supply vendor. Waxie has agreed to provide the Custodial Services Contractor with the listed materials at the current CITY contract price, subject to annual adjustment limited to the Consumer Price Index increase for San Diego County. The Custodial Service Contractor is not mandated to utilize Waxie Sanitary Supply as the vendor for supplies, however any products proposed for use must meet all the specifications of the listed products and shall be "Equal" in quality. The CONTRACT ADMINISTRATOR shall be the sole judge of suitability of any submitted "Equal" product. The CITY may at any time, at its option, replace the current Custodial Supply Vendor and cannot guarantee that the costs of materials from alternate Custodial Supply vendors will not change. 22.10 The CONTRACTOR may contact the CITY's custodial supply representative, Kelly Michelle Clavier, Sanitary Maintenance Consultant, Waxie Sanitary Supply (858) 292-8111, ext. 442 with any questions regarding Waxie products. /// /// /// /// /// /// /// /// /// /// /// /// 40 City Attorney Approved Version 2/17/12 PART II TECHNICAL SPECIFICATIONS 23.00 TASK DESCRIPTIONS AND STANDARDS TASK DESCRIPTION Vacuum Carpet All carpet areas of lobbies, hallway corridors, and entrances are to be thoroughly vacuumed. Portable objects (chair, wastebaskets, etc.) are to be moved to provide for vacuuming (not to include roll mats or objects over 50 lbs. Neatly Arrange Furniture All furniture and wastebaskets are to be placed back in their appropriate places. Empty Trash & Recycle Bins Replace Liners, Restock Paper Products. All trash receptacles and recycle bins (including exterior cans immediately outside the building) shall be emptied completely in the appropriate receptacles and a clean, appropriately sized liner installed. Co-mingled recycle bins to maintain separation from trash and be emptied in recycle bins provided. All paper products shall be restocked as so that they are % full at all times. Sweep Floors All resilient tile floors (rubber, vinyl, terrazzo) shall be swept with a broom or dry mopped so as to leave the floor in a dirt/dust/debris free state. Dry mops should be sprayed with a dust mop treatment chemical prior to use. Damp Mop Floors All Resilient floor surfaces shall be damp mopped with a germicidal detergent solution to remove any and all spills. Scuffmarks or stains are not expected to be removed with damp mopping. Trash receptacles, chairs, etc. shall be moved when necessary to mop underneath and shall be moved back to their proper area in a timely manner. After being mopped, the floor shall have a uniform appearance with no streaks, swirl marks, detergent residue or any evidence of soil. There shall be no splash marks or mop streaks on furniture, walls, baseboards, etc. or mop strands remaining in the area. Dust Mop Floors Use a clean dust mop of the largest suitable size for the area. At the end of each pass, turn the dust mop without lifting it from the floor, overiapping the previous pass by one or two inches. Continue this pattern until the entire area is free of visible soil. To remove the soil which has been collected, but does not adhere to the mop, carefully lift the mop head off the floor and lean the mop against the trash collection cart or the janitorial cart. Be careful not to let the mop head or handle touch building or furniture surfaces. Pick up the soil with a counter brush and dustpan. Dump the soil into the trash collection bag. Clean Entry Glass Main lobby and partition glass, as well as exterior door glass to each tenant space, is to be clean and streak free. Dust Horizontal Surfaces All benches, tables, counter-tops, reception desks, tops of partitions, mirrors, dispensers, toilets, urinals, window ledges, picture frames and the like are to be dust free. Wipe/Clean Drinking Fountains Stainless steel fountains are to be cleaned with a stainless cleaner, inside and out, as well as fixtures. Porcelain fountains are to be cleaned with a mild abrasive. Fountains are to be free of water spots, stains and smudges. Wipe Counters and Appliances All drain boards, Formica counters, tables and appliances (refrigerator, stove, dishwasher exterior) are to be cleaned so as to remove finger marks, smudges and left in a dust/dirt free condition. Monthly interior clean out and cleanup of refrigerators. Clean Interior Glass Interior glass (door glass, wall glass, etc.) within the office spaces shall be cleaned and left streak-free. Spray and/or Spot Clean Use a sponge, clean cloth, and spray bottle of neutral detergent, germicidal detergent, or glass cleaner to remove fingerprints, smudges, marks, streaks. 41 city Attorney Approved Version 2/17/12 Furniture etc., from washable surfaces of walls, partitions, doors, furniture, fixtures, appliances, etc. Germicidal detergent shall be used in rest rooms, locker rooms, food service areas, and drinking fountains. Glass cleaner shall be used on hard- to-remove spots. After spot cleaning, the surfaces shall have a clean, uniform appearance, be free of streaks, spots, and other evidence of removable soil. This includes both sides of glass in exterior doors and vestibules and in interior offices. Spot Clean Carpet All carpet is to be kept in a stain-free condition. The Contract Administrator and the Contractor shall agree as to whether carpet shampooing/extraction supersedes spot cleaning. Spot Clean Walls, Doors, Fixtures Finger marks furniture rubs, etc. are to be removed from walls, doors, door handles, electrical switch plates and outlet covers. Wipe/Clean Receptacles All wastebaskets, trash containers and garbage cans shall be cleaned inside and out so as to remove stains, smudges and dried refuse. Clean Picture Glass/Extinguisher Cabinets All glass picture frames are to be cleaned with a damp lint-free rag so as not to leave water spots or streaks. Fire extinguisher cabinets shall be cleaned inside and out to remove smudges and finger marks. Vacuum with Edging Tool - All Corners All carpet edges and corners where floor and wall intersect, where floor and thresholds meet or around the base of any object permanently placed on a carpeted surface. Spray Buff or Burnish Hard Surface Floors Resilient floor surfaces shall be spray buffed or burnished so as to produce a shiny finish. High Dust: Vents, Lights, Etc. High dusting shall be anything over 6' from the floor. HVAC vents, ceiling fans, light fixtures, tops of doors and doorframes included. Re-wax/Buff Hard Surface Floors All resilient floor surfaces shall be top cleaned with an effective detergent cleaner, neutralized and new wax applied. Floor should be buffed/burnished. Fluorescent Light Fixtures All debris, dust and dirt shall be cleared from fluorescent light fixtures. Wash Interior Windows All interior wall windows and interior partition glass are to be washed, inside and out, and left in a streak/fog-free condition. Wash Exterior Windows All exterior wall windows are to be washed, inside and out, and left in a streak/fog-free condition. Strip, Seal, Buff Hard Surface Floors All resilient floor surfaces are to be stripped with an aggressive pad so as to remove all wax and sealer. The floor shall be free of scuffs and scratches. The floors then shall be re-sealed with two coats of sealer followed by two coats of wax. All sealer and wax must be pre-approved as to type by the Contracts Administrator. The floor then shall be burnished to provide a high gloss. Clean/Disinfect All Sinks, Toilets, Urinals All porcelain and stainless steel was basins, toilets and urinals as well as shower stalls are to be cleaned and sanitized with a disinfectant. Restock Paper/Soap Paper towels and tissue dispensers are to be checked and filled whenever the product remaining is 30% or less. In restrooms of high usage, new rolls of tissue will be installed and the 30% or partial roll shall be placed on the dispenser. Soap is to be checked and filled or cartridge replaced when less than 1/3 of the product remains. Clean Mirrors Mirrors shall be kept clean, fog and streak free. Clean Fixtures All sinks shall be cleaned and free of rust deposits, stains, soap scum, etc. Toilets and urinals shall be cleaned and sanitized so as to remove any deposits, stains or odors. Where bowl blocks are used, the blocks will be removed prior to cleaning and new blocks installed when applicable. Spot Clean Partitions, Doors, Walls Toilet room partitions, partition doors, entry doors, shower doors and wall shall be free of soap scum, fingerprints, dirt, smudges and graffiti. 42 city Attorney Approved Version 2/17/12 Clean/Polish Fixture Exteriors All plumbing under sinks and surrounding toilets and urinals are to be cleaned and polished so as to produce a shiny appearance. Machine Scrub Floors Tile Floors are to be machine scrubbed with an aggressive pad and grout shall be cleaned so as to produce a clean, dirt free appearance. Carpet Shampooing - Bonnet Method Carpet shampooing, bonnet method of carpet is defined as the spot cleaning, vacuuming, pile brushing, shampooing, and re-vacuuming of all carpet in an area. All vacuuming, both before and after shampooing shall be done with an upright carpet vacuum. All stained areas shall be treated with spot cleaning solution, following the directions of the manufacturer. Spot cleaning shall be continued until as much of the stain as possible has been removed. The shampooing shall be performed using a single disc floor machine rotating less than 200 rpm, a bonnet or yarn pad specifically designed for spin pad or bonnet cleaning meeting the specifications for such equipment and materials defined in the Contract Documents. The instructions provided by the manufacturers of the equipment and materials shall be followed during its use. Areas, such as corners, which are inaccessible to the machine, shall be shampooed with shampoo and manual scrubbing devices. Chairs and trash receptacles shall be tilted or moved where necessary to for shampooing and shall be moved back to their proper area in a timely manner. After shampooing and allowing sufficient drying time, the carpet shall be vacuumed following a pattern that will give the carpet pile a clean and uniform appearance. Carpet Shampooing - Dry Glean Method Dry cleaning carpet is defined as the spot cleaning, vacuuming, application and scrubbing of dry cleaning compound followed by another complete vacuuming. All vacuuming should be done with an upright vacuum. All stained areas shall be treated with spot cleaning solution following the directions of the manufacturer. Spot cleaning shall be continued until as much of the stain as possible has been removed. The dry cleaning shall be performed by applying the "dry" chemical and machine scrubbing the area according to the manufacturer's instructions. Chairs and trash receptacles shall be tilted or moved where necessary to for shampooing and shall be moved back to their proper area in a timely manner. After sufficient absorption time, the remaining dry cleaning residue and soil shall be vacuumed completely following a pattern that will give the carpet pile a clean and uniform appearance. Carpet Shampooing - Extraction Method Carpet shampooing, extraction method is defined as the spot cleaning, vacuuming, pile brushing, operation of the extraction equipment, and re- vacuuming of all carpet in an area. All vacuuming, both before and after the use of the water extraction equipment shall be done with an upright carpet vacuum. All stained areas shall be treated with spot cleaning solutions, following the directions of the manufacturer of the solutions. Spot cleaning shall continue until as much of the stain as possible has been removed. The water extraction equipment and materials shall meet the Specifications defined in the Contract Documents. The extraction equipment shall be operated over the entire carpeted area. All instructions provided by the manufacturer of the extraction equipment and material shall be followed during their use. Chairs and trash receptacles shall be tilted or moved where necessary to for shampooing and shall be moved back to their proper area in a timely manner. After operating the water extraction equipment and allowing sufficient drying time, the carpet shall be vacuumed following a pattern which shall give the carpet pile a clean and uniform appearance. 43 city Attorney Approved Version 2/17/12 24.00 FACILTY SCOPE OF SERVICES The CONTRACTOR will perform the following custodial maintenance services at the Facilities described In Exhibit A, Part I General Specifications, Section 2.00 except Carrillo Ranch Historic Buildings. (See Section 30.00 through 32.00 for Carrillo Ranch Historic Buildings hours of operations and cleaning specifications) Working hours are 6:00 a.m. - 2:30 p.m. • *Shall be completed prior to staff arriving or activities starting onsite. • **Shall be completed after hours or on the weekend. 24.01 DAILY ACTIVITIES A. Locate Contractor checklist. Indicate time of arrival and proceed with all work items indicated as "Daily". B. Empty trash and recycled containers and paper shredders; re-line as needed with properly sized bags; wipe containers clean, as necessary; remove all waste to a designated central location for disposal. C. *Hand dust and/or damp wipe without streaking all flat surfaces, including but not limited to, counters, receptionist counters/desks and office furnishings such as file cabinets, desk chairs, tables, bookcases; hand dust and/or damp wipe without streaking all other types of office furnishings such as telephones, lamps, pictures, thermostats, fire extinguishers; personal desk tops shall be excluded unless the employee has cleared the desk top. D. Hand dust and/or damp wipe all ledges and flat surfaces below 72" from the floor. E. Remove all finger marks, smudges, and other marks around light switches, door knobs, entry doors, metal partitions and corridor walls. F. Clean out outside ashtrays at entrance. G. Wipe clean all chrome, aluminum, stainless steel and other metal trims, such as, but not limited to, push plates, kick plates, door handles and railings. H. Dry wipe all chalkboards when chalkboards contain no writing/drawings; vacuum chalk dust from chalk trays and erasers; clean marker boards with appropriate cleaning solutions, as needed, when board contains no writing/drawings. I. *Dust mop all hard surface / tile floor surfaces; sweep all stairways. Damp mop all hard surface / tile and wood floors, including stairs, spray buff all 44 City Attorney Approved Version 2/17/12 hard surface / tile areas. J. *Dust mop all wood floors, including gymnasium and activity room floors, at Harding Recreation Hall, Heritage Hall, Visitors' Bureau/Railroad Depot, Stagecoach Community Park and Calavera Hills Community Park Gymnasium floor mops must be rotated weekly to prevent slippery floors. Maintain separate dust mops for use only on gymnasium and activity room floors. K. *Spray buff and/or apply S.O.S. floor finish as required on Harding Community Center auditorium floor to eliminate slippery conditions L. *Thoroughly vacuum traffic areas of all carpets and rugs, including entrance rugs: spot clean carpets and rugs as needed. The CONTRACTOR shall schedule soil extraction on an annual basis with the CONTRACT ADMINISTRATOR. M. Clean glass entrance doors, inside/outside, clean all mirrors; spot clean metal framing, as needed. N. *Clean restrooms and showers: use germicidal detergent to clean all toilets and urinals, inside and outside including seats; clean and polish all flushometers, faucets and all exposed piping; 1. Clean all wash basins/sinks and wipe dry; clean and polish all basin fixtures and exposed pipes underneath; 2. Clean all mirrors, shelves under mirrors, and other shelves or brackets; 3. Clean partitions, doors, and wall areas, as needed; 4. Fill all paper and fill or replace soap dispensers; wipe clean all dispensers and trash receptacles (no refill supplies shall be stocked in vicinity of dispenser). The CONTF^CTOR shall not cut the top of soap refill and fill disposable contains that are designed to be thrown away once the product has exhausted; 5. Damp mop floor using germicidal detergent; wet mop ceramic tile and terrazzo tile. 6. Completely sanitize restroom and shower floors and walls at all facilities. 7. Fill checklist out completely, initial work performed and indicate 45 city Attorney Approved Version 2/17/12 time all work has been completed. O. Remove all recyclable items from the single stream recycling bin at each work station and deposit them in a centrally located receiving bin located at the facility being serviced. Removal or transportation of recycled materials from the facility being serviced is not required. P. Clean kitchen counters, sink and table top and cabinet doors. Refill all dispensers. Q. Notify CITY staff of any needed repairs. R. Fill checklist out completely, initial work performed and indicate time all work has been completed. S. Fill out Time Tracker. 24.02 WEEKLY ACTIVITIES Shall be performed on the first day of the week and in addition to all items required under "Daily Activities": A. *Vacuum all carpeted areas completely, including areas behind lobby and office furniture. A. *Vacuum all upholstered furniture and fabric partitions; spot clean as needed. B. Clean all inside glass partitions. D. Clean and polish all metal entrance doors and jambs. E. Dust all baseboards, picture frames and other vertical surfaces of all office furniture; dust all molding, ledges, and window sills, tops of partitions, trim ventilators, louvers and air registers regardless of height above floor. Remove all spider webs from ceilings and corners. F. Pour one gallon water containing two ounces of germicidal detergent down all floor drains including kitchen floor drains and scrub and clean the custodian's deep sink. G. Sweep and mop janitorial closets. Restock all supplies. H. *Scrub all hard surface / tile floors and stairs. A. *Apply new floor finish and buff all hard surface / tile floors at Harding Community Center only. 46 city Attorney Approved Version 2/17/12 B. *Damp mop all wood floors, including gymnasium and activity room floors, Harding Recreation Hall, Heritage Hall, Visitors' Bureau/Railroad Depot, Stagecoach Community Park and Calavera Hills Community Park with Waxie Balance Floor Cleaner (or approved equal). Gymnasium floor mops must be rotated weekly to prevent slippery floors. C. Replace urinal screens (as needed) L. Fill checklist out completely, initial work performed and indicate time all work has been completed. M. Secure all Contractor Checklists for the previous week and return to CONTRACTOR'S office. Contractor shall fonA/ard all completed checklists to the CONTRACT ADMINISTRATOR on a weekly basis. Failure to provide these required documents for each Facility will result in a 5% deduction, additive to all other deductions, to the CONTRACTOR'S payment for that Facility. 24.03 MONTHLYACTIVITIES Shall be performed on the first day of the month and in addition to all items required under "Daily/Weekly Activities": A. **Machine scrub all hard surface / tile floors and stairs; apply new floor finish, as needed and buff floors. A. *Buff all hard surface / tile floors / wood floors (Spotlight or approved equal). B. Dust all ceiling fans. D. Dust all partition tops, door tops, ceiling vents and light fixtures. E. *Dust exposed pipes and overhead exposed mechanical equipment. F. Clean Visitors' Bureau/Railroad Depot windows, inside and outside. G. Clean and polish all metal kitchen appliances. H. Replace empty hand sanitizer stations (as needed). I. Clean all kitchen appliances inside and out. Preform a purge of expired food in all refrigerators. Post one (1) week prior. J. Fill checklist out completely, initial work performed and indicate any 47 City Attorney Approved Version 2/17/12 additional work that has been completed. K. Turn in all Time Trackers and report with invoices. 24.04 QUARTERLY ACTIVITIES Shall be performed on the first day of the first, fourth, seventh and tenth month of the contract: A. Those items listed under daily, weekly and monthly maintenance. B. Clean all windows, inside and outside. Carefully remove exterior window screens and clean. C. Clean walls and ceilings (including partitions.) A. Removal all cobwebs. B. Replace atomizers. C. Clean and polish marble, wood, etc., walls and paneling. D. Strip, re-seal Harding Center's Auditorium floor. E. Fill checklist out completely, initial work performed and indicate time all work has been completed. 24.05 SEMI-ANNUAL ACTIVITIES Shall be performed on the first day of the first and seventh months of the contract: A. Those work items listed under daily, weekly, monthly and quarteriy maintenance. B. **Vacuum, spot clean, and shampoo traffic carpet areas using a soil extraction method approved by the CONTF^CT ADMINISTRATOR. Proper shampooing shall result in a carpet free from all types of airborne soil, dry dirt, water-soluble soils, and petroleum soluble soils. A clean carpet shall be uniform in appearance when dry and vacuumed. C. **Strip, re-seal all hard tile (ceramic, quarry, vinyl, linoleum, etc.) floors. Upon completion of this task, floor shall be free of all scuff marks, dirt, dust, soil, spots, stains, deposits and film (dirt, oil, grease, etc.). A. Clean (wash) all window blinds. 48 City Attorney Approved Version 2/17/12 B. *Vacuum all heating and air return vents. C. Clean all baseboards. D. Fill checklist out completely, initial work performed and indicate time all work has been completed. 24.06 ANNUAL ACTIVITIES To be performed during the first two months of the contract: A. **Vacuum, spot clean, and shampoo all carpets using a soil extraction method approved by the CONTRACT ADMINISTRATOR. Proper shampooing shall result in a carpet free from all types of airborne soil, dry dirt, water-soluble soils, and petroleum soluble soils. A clean carpet shall be uniform in appearance when dry and vacuumed. B. Fill checklist out completely, initial work performed and indicate time all work has been completed. 25.00 PARK RESTROOM SCOPE OF SERVICES The CONTRACTOR will perform the following custodial maintenance services at the park restrooms described in Exhibit A, Part I General Specifications, Section 2.00. Hours of work the park restrooms ONLY shall be between the hours of 10:00 p.m. and 5:00 a.m. Service for all restrooms other than Carrillo Ranch shall occur seven (7) days per week. Service for Carrillo Ranch shall be three (3) days per week Friday, Saturday and Sunday. Hours of work for Carrillo Ranch ONLY shall be between the hours of 6:30 a.m. and 8:30 a.m. 25.01 DAILY ACTIVITIES A. Locate Contractor checklist. Indicate time of arrival and proceed with all work items indicated as "Daily". B. Clean restrooms: use germicidal detergent to clean all toilets and urinals, inside and outside including seats; clean and polish all flushometers, faucets and all exposed piping; 1. Clean all wash basins/sinks, wateriess urinals and wipe dry; clean and polish all basin fixtures and exposed pipes underneath; 2. Clean all mirrors, shelves under mirrors, and other shelves or brackets; 3. Clean partitions, doors, and wall areas, as needed; 4 9 city Attorney Approved Version 2/17/12 4. Fill all paper and fill or replace soap dispensers; wipe clean all dispensers and trash receptacles (no refill supplies shall be stocked in vicinity of dispenser). The CONTRACTOR shall not cut the top of soap refill and fill disposable contains that are designed to be thrown away once the product has exhausted; 5. Damp mop floor using germicidal detergent; wet mop ceramic tile and terrazzo tile. 6. Completely sanitize restroom and shower floors and walls at all facilities. C. Empty trash containers; re-line as needed with properiy sized bags; wipe containers clean, as necessary; remove all trash to a designated central location for disposal. D. Verify extra toilet paper, paper towel, seat liners, wastebasket liners and hand soap is fully stocked. E. Secure all Contractor Checklists for the previous week and return to CONTRACTOR'S office. Contractor shall fonA/ard all completed checklists to the CONTRACT ADMINISTF^TOR on a monthly basis. Failure to provide these required documents for each Facility will result in a 5% deduction, additive to all other deductions, to the CONTF^CTOR's payment for that Facility. 25.02 MONTHLYACTIVITIES A. Replace urinal screens (as needed). B. Replace wateriess urinal cartridges (as needed). C. Removal all cobwebs. 25.03 QUARTLY ACTIVITIES A. Replace atomizers (as needed). 50 city Attorney Approved Version 2/17/12 26.00 CARRILLO RANCH SCOPE OF SERVICES The CONTRACTOR will perform the following custodial maintenance services at Carrillo Ranch Historic Buildings (Outdoor Areas including the two restrooms) described in Exhibit A, Part I General Specifications, Section 2.00 three (3) days per week, Friday, Saturday and Sunday. Service for all outdoor areas shall be performed between the hours of 6:30 a.m. and 8:30 a.m. Services performed inside Carrillo Ranch Buildings (Visitors Center, Deedie's House, Movie Barn & the Hacienda) shall begin at exactly 8:30 a.m. and shall be completed as soon as possible, preferably by 9:00 a.m. Interior cleaning of the Carrillo Ranch Buildings shall be performed on Friday only. Bidders are advised that the Carrillo Ranch Buildings are historic structures with irreplaceable contents. Services inside the Buildings may only be performed when CITY staff is present and no keys to these facilities will be provided to the CONTRACTOR. 26.01 DAILY ACTIVITIES A. Locate Contractor checklist. Indicate time of arrival and proceed with all work items indicated as "Daily". B. *Thoroughly sweep and mop the outdoor patios and walkways at the Visitor's Center and the Hacienda. C. *Clean restrooms: use germicidal detergent to clean all toilets and urinals, inside and outside including seats; clean and polish all flushometers, faucets and all exposed piping; 1. Clean all wash basins/sinks, wateriess urinals and wipe dry; clean and polish all basin fixtures and exposed pipes underneath; 2. Clean all mirrors, shelves under mirrors, and other shelves or brackets; 3. Clean partitions, doors, and wall areas, as needed; 4. Fill all paper and fill or replace soap dispensers; wipe clean all dispensers and trash receptacles (no refill supplies shall be stocked in vicinity of dispenser). The CONTRACTOR shall not cut the top of soap refill and fill disposable contains that are designed to be thrown away once the product has exhausted; 5. Damp mop floor using germicidal detergent; wet mop ceramic tile and terrazzo tile. 51 City Attorney Approved Version 2/17/12 6. Completely sanitize restroom and shower floors and walls at all facilities. D. Empty trash containers; re-line as needed with properiy sized bags; wipe containers clean, as necessary; remove all trash to a designated central location for disposal. E. Clean out outside ashtrays at entrance. F. Verify extra toilet paper, paper towel, seat liners, wastebasket liners and hand soap is fully stocked. G. Fill checklist out completely, initial work performed and indicate time all work has been completed. 26.02 WEEKLY ACTIVITIES In addition to all items required under "Daily Activities": A. Hand dust and/or damp wipe without streaking all flat surfaces, including but not limited to, counters, receptionist counters/desks and furnishings such as cabinets, desk chairs, tables, bookcases; hand dust and/or damp wipe without streaking all other types of furnishings such as telephones, lamps, thermostats, fire extinguishers; personal desk tops shall be excluded unless the employee has cleared the desk top and requested cleaning. B. Hand dust and/or damp wipe all ledges and flat surfaces below 72" from the floor. C. Clean all stainless steel countertops, sink and cabinets in Hacienda kitchen; wipe down surface of kitchen appliances (stove, refrigerator). D. Sweep and damp mop all hard surface / tile and wood floors. E. Replace urinal screens (as needed). F. Replace wateriess urinal cartridges (as needed). G. Secure all Contractor Checklists for the previous week and return to CONTRACTOR'S office. Contractor shall fonA/ard all completed checklists to the CONTF^CT ADMINISTRATOR on a weekly basis. Failure to provide these required documents for each Facility will result in a 5% deduction, additive to all other deductions, to the CONTRACTOR'S 52 City Attorney Approved Version 2/17/12 /// /// /// /// /// /// /// payment for that Facility. 26.03 QUARTERLY ACTIVITIES To be performed on the first, fourth, seventh and tenth month of the contract A. Those items listed under daily and weekly maintenance. B. Clean all windows screens. C. Clean all windows inside and outside. D. Clean/wipe down all interior walls. E. Dust all baseboards, picture frames and other vertical surfaces of all office furniture; dust all molding, ledges, partitions, light fixtures, trim ventilators, louvers and air registers regardless of height above floor. Remove all spider webs from ceilings and corners. Work items in section 24.00 Daily Activities is to be performed inside each building and on all outside patios. F. Fill checklist out completely, initial work performed and indicate time all work has been completed. 53 City Attorney Approved Version 2/17/12 EXHIBIT B CONTRACTOR'S WORK FORCE PEM575 See Attachment A - Bid Docs 54 city Attorney Approved Version 2/17/12 EXHIBIT C LISTING OF SUBCONTRACTORS PEM575 See Attachment A - Bid Docs 55 City Attorney Approved Version 2/17/12 EXHIBIT D CONTRACTOR'S EQUIPMENT PEM575 See Attachment A - Bid Docs 56 City Attorney Approved Version 2/17/12 EXHIBIT E CONTRACTOR'S ESTIMATE of MATERIALS and SUPPLIES PEM575 See Attachment A - Bid Docs 57 City Attorney Approved Version 2/17/12 Appendix A CITY OF CARLSBAD CUSTODIAL MAINTENANCE SERVICES SITES PEM575 INSPECTION RATING FORM PARK RESTROOMS SITE: Holiday Park Restrooms INSPECTOR: Kelly Brooks Date: 7/12/12 Possible Previous Rating This Category Description Points Period Period No observable trash or litter on floor or surfaces 5 3 5 Waste containers less than 2/3 full 5 4 5 Mirrors are clean 5 5 5 Basin, toilets, urinals, counter tops disinfected and clean 15 15 13 Dispenser cabinets, partitions, stalls, walls and doors are clean 15 10 15 Floor is free of dirt and debris 15 13 15 No visible dust or mineral build up on fixtures 10 10 8 All dispensers are more than half full 5 5 5 Urinals and toilets flush properly 5 4 5 Lights, vents, ceilings clean and operable 10 7 10 Extra supplies fully stocked (Yes =10, No =0) 10 0 10 Rating Totals 100 76 96 Deduction Percent 19 0 Deduction Percent 0 0.00 Adjusted Payment Formula Monthly Payment Deduction Amount Adjusted Monthly Payment $1,181.04 $0.00 $1,181.04 58 city Attorney Approved Version 2/17/12 CITY OF CARLSBAD CUSTODIAL MAINTENANCE SERVICES SITES PEM575 INSPECTION RATING FORM FACILITIES SITE: Calavera Community Ctr INSPECTOR: Kelly Brooks Date: 7/12/12 Possible Previous Rating This Category Description Points Period Period Interior General Space Floors and base moldings clean. No buildup in corners or along walls 10 9 9 Carpet area is vacuumed and spot free 5 5 2 Interior surfaces are clean and polished 5 5 3 No accumulation of dust, dirt, marks, streaks, smudges or fingerprints on walls, mirrors, counters or partitions. 10 8 8 Restrooms Commodes, urinals, sinks clean & odor free 15 14 15 No observable trash or litter on floor or surfaces 5 5 4 Waste containers less than 2/3 full 5 5 5 Mirrors are clean 10 8 9 Basin, toilets, urinals, counter tops disinfected and clean 10 7 10 Dispenser cabinets, partitions, stalls, walls and doors are clean 5 4 3 Floor is free of dirt and debris 5 4 2 No visible dust or mineral build up on fixtures 5 3 4 All dispensers are more than half full 5 5 1 Urinals and toilets flush properly 5 5 5 Rating Totals 100 87 80 Deduction Percent 8 15 Deduction Percent 15 0.15 Adjusted Payment Formula Monthly Payment Deduction Amount Adjusted Monthly Payment 59 $1,181.04 $177.16 $1,003.88 city Attorney Approved Version 2/17/12 CITY OF CARLSBAD CUSTODIAL MAINTENANCE SERVICES SITES PEM575 INSPECTION RATING FORM SITE: City Wide INSPECTOR: Kelly Brooks Date: 7/12/12 Possible Previous Rating This Category Description Points Period Period Safety 8 8 8 Knowledge of Contract Requirements 6 6 6 Staffing 9 8 8 Equipment & Vehicles 7 7 7 Performance of Additional Work 7 7 7 Observation and Reporting 6 6 6 Emergency Response 8 7 7 Response to Requests 8 6 6 Office and Communications 7 7 7 Invoicing 6 6 6 Schedule and Reports 7 7 7 Meeting Preparation and Attendance 6 6 6 Administrative Support 7 7 7 Supervision of Operations 8 8 8 Rating Totals 100 96 96 Deduction Percent 0 0 Deduction Percent 0 0.00 Adjusted Payment Formula Monthly Payment Deduction Amount Adjusted Monthly Payment $20,181.04 $0.00 $20,181.04 60 City Attorney Approved Version 2/17/12 CITY OF CARLSBAD CUSTODIAL MAINTENANCE SERVICES SITES PEM575 SAMPLE CLEANING CHECKLIST FORM Location: Date: Time In: Time Out: Restrooms Initials Comments Pick up trash or litter on floors and surfaces. Empty and clean waste containers. Clean mirrors. Clean, disinfect and polish basin, toilets, urinals, counter tops and exposed pipes underneath. Clean dispenser cabinets, partitions, stalls, walls and doors. Sweep and mop floors. Dust mop gymnasium and activity room wood floors. Clean and polish fixtures. Fill all dispensers. Check if urinals and toilets flush properiy. Check if lights, vents, ceilings operable. Clean as required. Sanitize shower walls as well as the floor. Replace atomizers and batteries. 61 Interior General Space Initials Comments Clean floors and base moldings. Clean buildup in corners and along walls. Remove spider webs. Vacuum carpet areas including entrance rugs and behind furniture; remove spots. Mop hard surface areas. Clean and polish interior surfaces including but not limited to, glass entrance/ partitions doors inside /outside, all chrome, aluminum, stainless steel and other metal trims such as, push plates, kick plates, door handles and railings. Remove dust, dirt, marks, streaks, smudges or fingerprints on walls, mirrors, counters and partitions. Empty and clean waste containers. Clean out outside ashtrays at entrance. Clean marker boards and dry wipe all chalkboards (do not disturb writing); vacuum chalk dust from trays and erasers. Damp mop all wood floors, including gymnasium and activity room floors. Vacuum all upholstered furniture; spot clean. Damp mop wooden gymnasium and activity room floors. Clean all floor drains. Sweep & mop storage rooms. Apply a new floor finish. Buff all hard surface floors. Machine scrub all hard tile floors. Dust ceiling fans, ceiling vents, light fixtures and exposed pipes & overhead exposed mechanical equipment. Clean and polish all metal kitchen appliances. Clean Visitors' Bureau/Railroad Depot windows, inside & outside. Replace atomizers and batteries. Clean all windows inside & outside. Clean walls and ceilings (including partitions). Clean and polish marble, wood, stainless steel, etc. 62 Appendix B ROUTINE OPERATIONS SCHEDULE PEM575 See Attachment A - Bid Docs 63 PERFORMANCE PLAN PEM575 See Attachment A - Bid Docs 64 Appendix C SENATE BILL 20 - DISPLACED JANITOR OPPORTUNITY ACT LABOR CODE SECTIONS 1060-1065 65 LABOR CODE SECTION 1060-1065 1060. The following definitions shall apply throughout this chapter: (a) "Awarding authority" means any person that awards or otherwise enters into contracts for janitorial or building maintenance services performed within the State of California, including any subcontracts for janitorial or building maintenance services. (b) "Contractor" means any person that employs 25 or more individuals and that enters into a service contract with the awarding authority. (c) "Employee" means any person employed as a service employee of a contractor or subcontractor who works at least 15 hours per week and whose primary place of employment is in the State of California under a contract to provide janitorial or building maintenance services. "Employee" does not include a person who is a managerial, supervisory, or confidential employee, including those employees who would be so defined under the federal Fair Labor Standards Act. (d) "Person" means any individual, proprietorship, partnership, joint venture, corporation, limited liabiiity company, trust, association, or other entity that may employ individuals or enter into contracts. (e) "Service contract" means any contract that has the principal purpose of providing services through the use of service employees. (f) "Subcontractor" means any person who is not an employee who enters into a contract with a contractor to assist the contractor in performing a service contract. (g) "Successor service contract" means a service contract for the performance of essentially the same services as were previously performed pursuant to a different service contract at the same facility that terminated within the previous 30 days. A service contract entered into more than 30 days after the termination of a predecessor service contract shall be considered a "successor service contract" if its execution was delayed for the purpose of avoiding application of this chapter. 1061. (a) (1) If an awarding authority notifies a contractor that the service contract between the awarding authority and the contractor has been terminated or will be terminated, the awarding authority shall indicate in that notification whether a successor service contract has been or will be awarded in its place and, if so, shall identify the name and address of the successor contractor. The terminated contractor shall, within three working days after receiving that notification, provide to the successor contractor identified by the awarding authority, the name, date of hire, and job classification of each employee employed at the site or sites covered by the terminated service contract at the time of the contract termination. (2) If the terminated contractor has not learned the identity of the successor contractor, if any, the terminated contractor shall provide that information to the awarding authority, which shall be responsible for providing that information to the successor contractor as soon as that contractor has been selected. (3) The requirements of this section shall be equally applicable to all subcontractors of a terminated contractor. (b) (1) A successor contractor or successor subcontractor shall retain, for a 60-day transition employment period, employees who have been employed by the terminated contractor or its subcontractors, if any, for the preceding four months or longer at the site or sites covered by the successor service contract unless the successor contractor or successor subcontractor has 66 reasonable and substantiated cause not to hire a particular employee based on that employee's performance or conduct while working under the terminated contract. This requirement shall be stated by awarding authorities in all initial bid packages that are governed by this chapter. (2) The successor contractor or successor subcontractor .shall make a written offer of employment to each employee, as required by this section, in the employee's primary language or another language in which the employee is literate. That offer shall state the time within which the employee must accept that offer, but in no case may that time be less than 10 days. Nothing in this section requires the successor contractor or successor subcontractor to pay the same wages or offer the same benefits as were provided by the prior contractor or prior subcontractor. (3) If at any time the successor contractor or successor subcontractor determines that fewer employees are needed to perform services under the successor service contract or successor subcontract than were required by the terminated contractor under the terminated contract or terminated subcontract, the successor contractor or successor subcontractor shall retain employees by seniority within the job classification. (c) The successor contractor or successor subcontractor, upon commencing service under the successor service contract, shall provide a list of its employees and a list of employees of its subcontractors providing services at the site or sites covered under that contract to the awarding authority. These lists shall indicate which of these employees were employed at the site or sites by the terminated contractor or terminated subcontractor. The successor contractor or successor subcontractor shall also provide a list of any of the terminated contractor's employees who were not retained either by the successor contractor or successor subcontractor, stating the reason these employees were not retained. (d) During the 60-day transition employment period, the successor contractor or successor subcontractor shall maintain a preferential hiring list of eligible covered employees not retained by the successor contractor or successor subcontractor from which the successor contractor or successor subcontractor shall hire additional employees until such time as all of the terminated contractor's or terminated subcontractor's employees have been offered employment with the successor contractor or successor subcontractor. (e) During the initial 60-day transition employment period, the successor contractor or successor subcontractor shall not discharge without cause an employee retained pursuant to this chapter. Cause shall be based only on the performance or conduct of the particular employee. (f) At the end of the 60-day transition employment period, a successor contractor or successor subcontractor shall provide a written performance evaluation to each employee retained pursuant to this chapter. If the employee's performance during that 60-day period is satisfactory, the successor contractor or successor subcontractor shall offer the employee continued employment. Any employment after the 60-day transition employment period shall be at-will employment under which the employee may be terminated without cause. 1062. (a) An employee, who was not offered employment or who has been discharged in violation of this chapter by a successor contractor or successor subcontractor, or an agent of the employee may bring an action against a successor contractor or successor subcontractor in any superior court of the State of California having jurisdiction over the successor contractor or successor subcontractor. Upon finding a violation of this chapter, the court shall award back pay, including the value of benefits, for each day during which the violation has occurred and continues to occur. The amount of back pay shall be calculated as the greater of either of the following: (1) The average regular rate of pay received by the employee during the last three years of the employee's employment in the same occupation classification multiplied by the average hours worked during the last three years of the employee's employment. (2) The final regular rate of pay received by the employee at the time of termination of the predecessor contract multiplied by the number of hours usually worked by the employee. 67 (b) The court may order a preliminary or permanent injunction to stop the continued violation of this chapter. (c) If the employee is the prevailing party in the legal action, the court shall award the employee reasonable attorney's fees and costs as part of the costs recoverable. (d) In the absence of a claim by an employee that he or she was terminated in violation of this chapter, an employee may not maintain a cause of action under this chapter solely for the failure of an employer to provide a written performance evaluation. 1063. (a) This chapter only applies to contracts entered into on or after January 1, 2002. (b) Except for the obligations specified in subdivisions (a) and (b) of Section 1061, nothing in this chapter changes or increases the relationship or duties of a property owner or an awarding authority, or their agents, with respect to contractors, subcontractors, or their employees. (c) Nothing in this chapter limits the right of a property owner or an awarding authority to terminate a service contract or to replace a contractor with another contractor or with the property owner's or awarding authority's own employees. 1064. Nothing in this chapter shall prohibit a local government agency from enacting ordinances relating to displaced janitors that impose greater standards than, or establish additional enforcement provisions to, those prescribed by this chapter. 1065. If any provision or provisions of this chapter or any application thereof is held invalid, that invalidity shall not affect any other provisions or applications of this chapter that can be given effect notwithstanding that invalidity. 68 Appendix D TIME TRACKER Library Learning Center Location(s) Dates (From-To) 3/5/12-3/18/12 Employee Name LAST NAME, FIRST NAME Employee ID XXXXX Employee Signature Supervisor Signature 3/5 3/6 3/7 3/8 3/9 3/t) 3/11 3/12 3/13 3/14 3/15 3/16 3/17 3/18 Hour Code Total Hrs Men Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Regular 56 8 8 8 8 8 8 8 Vacation 8 8 Sick 8 8 Holiday 8 8 lOD 0 TOTAL 80 3/5 3/6 3/7 3/8 3/9 3/t) 3/11 3/12 3/13 3/14 3/15 3/16 3/17 3/18 Project ID Activity Mon Tue Wed Thu Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Total LLC Trash 0.50 0.25 0.50 0.50 0.50 0.50 0.50 3.25 LLC Recycling 0.50 0.25 0.50 0.50 0.50 0.50 0.50 3.25 LLC Restrooms 1.00 1.00 1.00 1.25 1.00 1.00 1.00 7.25 LLC Vacuum 1.00 1.00 1.00 1.00 1.00 1.00 1.00 7 LLC Dust 1.00 0.50 1.00 1.00 1.00 1.00 1.00 6.5 LLC Mop 1.50 1.00 1.50 1.50 1.50 1.00 1.50 9.5 LLC Windows/glass 0.50 1.00 0.50 0.50 0.50 1.00 0.50 4.5 LLC Etc... 0 0 Kruger House Restrooms 1.00 2.00 1.00 1.00 1.00 1.00 1.00 8 Kruger House Vacuum 1.00 1.00 1.00 0.75 1.00 1.00 1.00 6.75 0 Vacation 8.00 8 Sick 8.00 8 Holiday 8.00 8 lOD 0 80 8 8 8 8 8 0 0 8 8 8 8 8 0 0 80 69 Attachment A PEM 575 Bid #12-13, Nova Commercial Company, Inc - Bids Docs 70 NOVA Commercial Co., Inc. PROPOSAL OF SERVICES FOR CUSTODIAL AAAINTENANCE SERVICES BIDNO. RFB #12-13 RFB# 12-13 Custodial Maintenance Proposal Client Letter A. Bid Cover Sheet B. Completed Proposed Cost of Service Chart fl i C. Vendor's Statement of Financial Responsibility D. Vendor's Statement of Technical Ability and Experience E. Vendor's Organization F. Vendor's Statement of Ability to Provide Services G. Vendor's Statement of Unspecified Value-Added Offerings H. Vendor's Statement of Compliance with Insurance Requirements I. Sample of Vendor's proposed detailed Routine Operations Schedule J. Sample of Vendor's proposed detailed Performance Plan K. Vendor's Acknowledgement L. Exhibits B C, D and E 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Page | 2 RFB# 12-13 Custodial Maintenance Proposal May 29, 2012 Purchasing Officer City of Carlsbad 1635 Faraday Avenue Carlsbad, CA 92008 Attention: Kelly Brooks Regarding: Custodial Maintenance Services Proposal Dear KeUy Brooks, John Derego, and City of Carlsbad Representatives, Thank you and the assodated team for the time and efforts extended to NOVA Commercial Company on the pre bid meeting and facilities tour May 23, 2012. The time spent is vital to the processes of ensuring that the proposed services are based on our shared understanding of needs and expectations. NOVA has been in the industry since 1966. Today, NOVA is an industry leader in facility services. Our reputation, resources, and commitment to client satisfaction makes' us a premier and preferred service provider for a diversified field of government entities, commercial companies and business organizations. We understand that each environment is unlike any other, it is our commitment with each service offering that NOVA recognizes the essential factors specific to your facilities and through our specialized cleaning services offered, presents a proposal tailored to meet and exceed expectations. Our green cleaning program provides sound strategy, practices and guidelines to clean for health, safety and environment. NOVA goes beyond traditional janitorial cleaning for appearance sake only, providing our clients a holistic approach that ensures processes that maintain the integrity of "greener" work environments, a healthier atmosphere for the building occupants, visitors and our team members. NOVA is driven not to just meet, but exceed the requirements outlined in its Scope of Work. For over 40 years our team has lived by the motto of dedication and satisfaction to our clients, whether it be in the highly secured levels of our Military installations or in the swiftness and delicacy needed in the Public Sector, NOVA delivers with excellence and pride. Through these ideals, NOVA has built its strong reputation and has become financially strong enough to handle any contract requirement. NOVA is On Standby to Execute Your Scope of Work with This Formula: Communication + Performance = Client Satisfaction The crucial component of communication is integrated at NOVA to the fullest- Throughout the contract term NOVA will communicate with you to customize the cleaning plan as needed. NOVA is a privately owned company and the benefit is a smooth direct flow of communication. If awarded, NOVA will be set to perform all services as outlined in the Schedule of Work and agrees to enter into a contract agreement under the terms and conditions as set forth in the solicitation. We are confident that a contract between City of Cartsbad and NOVA Commercial Company will derive maximum results. It is our pleasure to offer a proposal to meet and exceed your service needs. Please do not hesitate to contact me directly should questions or need for further information arise. We look forward to the opportunity to be your service provider. Respectfully, Eleanor Anglin 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Page | 3 RFB# 12-13 Custodial Maintenance Proposal BID CONFIDENTIALITY NOVA Commercial Co., Inc. would like to thank you for the opportunity to submit a proposal for your location. All information contained in this proposal is strictly confidential and proprietary information. By receiving this information contained within is secured and kept in the strictest confidence. Any copying, duplicating, publishing or transferring any information from this proposal, without prior consent from NOVA Commercial Company Inc., is strictly prohibited. Again, thank you for your consideration on this project. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerciat.us CONFIDENTIAL P a s e j 4 RFB# 12-13 Custodial Maintenance Proposal REQUEST FOR BID RFB NO. 12-13 DATE DUE: May 30,2012,11:00AM FOR; CUSTODIAL MAINTENANCE SERVICES Tbe City of Carlsbad is requesting bids for Custodial Maintenance services per frie attached specificat>ons Your bid mu^ be submitted as described in the attadied Request for Bid. Additional documentation may added if desired. Please review the entire pacltage before submitting your bid. Incomplete submissioris may be rejected as non-responsive. Our goal is to have the successful contrador providing services as soon as possible after selection. The agreement will be for a one-year term with up to four additional one- year optional extensions. in accordance with Carlsbad Municipal Code Sections 3.28.030 arxJ 3.28.050(D) awards shall be based m a best vaflue evaluation. Criteria used for the evaluation wiil inciude: cost, technical experience of vendor, capability of vendor (equipment, staff qualifications, length of time in business, company resources etc), ability to provide timely service, professionalism of vendor (references), other qualifications and unspecified value-added offerings by the vendor and an interview for the top three (3) Vendors. The awarding authority's determination and selection shall be final. We will expect the selected vendor to sign a contract A sample contract is attached which includes the scope (rf serwces. You must consider the terms and conditions in the sample contract to be part of your bid. Ptease read the insurance requirements and general provisions carefully. Please do not execute the contract at this time. All bidders shall attend a manda*orv pre-bid meeting ar>d facilitv tour scheduled for 8:00 a.m. on Mav 23. 2012 at the Citv of Carisbad. 405 Oak Avenue. Carlsbad. Califbmia 92008. Failure to attend the mandatory pre-bid meeting and facility tour shall result in disqualification. Bidders shaH jM-ovkle their own transportation for the tour. AB questions relating to the CONTRACT shall be asked at the mandatory pre bid meeting. No questions wiil be accepted or answered after the mandatory pre-bid meeting. Tbe City reserves the right to reject any or all bids or any part of the bid, to waive minor defects or technicalities, or to solicit new bids, The undersigned CONTRACTOR certifies that CONTRACTOR is aware of the requirements of the Immigration Refomn and Control Act of 1986 (8 USC §§ 1101-1525) and the Basic Pilot Employment Verification Program and has complied and will comply with these requirements, induding bui not limited to verifying flie eli^bility for employment of all agents, employees, subcontractors and consultants that are induded in this CONTRACT. Rease direct questions about the bid specifications to Kelly Brooks, Property & Environmental Management, Fadlities Division, at 760-434-2943. Please dired questions about the bid process in general to John DeRego, Purchasing Department, at 760-602-2467. Fax Number510-728-7001 NOVA Commercial Co., Inc 1535 Tidelands Ave Suite C Address City,State,zio^atmjBl City, CA 91950 Auth. Signature f ^^^{h^h GUARANTEE OF GOOD FAITH REQUIRED: Print Name Anglin $JiQME (FAILURE TO SUBMIT GUARANTEE ODerations Manaoer 5/29/12 OF GOOD FAITH. WHEN REQUIRED. WILL Fitle ^ uperaitons Managef pg^g 1^ VOID YOUR PROPOSAL. SEE ITEM 3. PAGE 2, c ^ n 79fl TA01 GENERAL PROVISIONS. Area CodeyPhone ^'U-^^O-^UUI THE CITY OF CARLSBAD ENCOURAGES THE PARTICIPATION OF MINORITY- AND WOMEN- OWNED BUSINESSES 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a a e j 5 RFB# 12-13 Custodial Maintenance Proposal A. Bid Cover Sheet BID COVER SHEET CONTRACTOR'S BID TO PROVIDE SERVICES Bid No. 12-13 In compliance with the REQUEST FOR BID, Bid No. 12-13. the undersigned her^y agrees to fiffnish aR labor, materials, and equipment to perform the services in the proposed CONTRACT, which is endosed herewith; and to do so in strict accordance with the provisiorK of the proposed CONTRACT. ENCLOSURES: A. A REQUEST FOR BID, dated and signed bythe CONTRACTOR; B. The proposed CONTRACT with attached exhibits prepared on the CITY's fonm and C. Addenda: r^A^^VUT) A^i •R declares that the onlypersons or The undersigned CONTRACTOR declares that the onlypersons or parties interested in this BID as fHi'ncipals are those nanried h^ein; that the BID is made without collusion w'rth any other person, firm, or corporation; that CONTRACTOR has carefully examined the locations ttieran referred to; and CONTRACTOR proposes, and agrees if this BID is accepted, that CONTRACTOR will execute a CcHitract with the City of Carlsbad in the fomi annexed hereto to provide ali necessary labor, machinery, tools, arid to do ail work arxj provide niaterials required as specified in the Contract documents according to the requirements of the City of Carlsbad as set fcMth; and that the CONTRACTOR will take as payment at the unit prices described m the Contract documents, as payment In full for the performed scope of work. The under^ned CONTRACTOR certifies that CONTRACTOR is aware of the requirements of the Immigration Reform and Confrol Ad of 1986 (8 USC §§ 1101-1525) and ttie Basic Pilot Employment Verification Program ^d has complied and will comply with these requiren^ents, including but not limited to verifying the eligibility for employment of all agents, emplc^ees, subcontractors and consultants that are included in tiiis CONTRACT. SIGNATURE OF CONTRACTOR This document is signed by an individual clearly authorized to bind the CONTRACTOR NOVA Commercial Co., Inc. CONTRACTOR: ADDRESS- ^^'^^ Tidelands Avenue National City, CA 91950 PHONE: 510-728-7000 by C^^^VUP ^''-''^ > 5/25/12 / SIGN /) DATE So. Ca. Operations Manager ___ 1535 Tidelands Ave Suite C National City, CA 91950 wvw.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a g e | 6 RFB# 12-13 Custodial Maintenance Proposal B. Completed Proposed Cost of Service Chart 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Pase |7 BID FORM BID #12-13 CUSTODIAL MAINTENANCE SERVICES FACILITY SCHEDULE A (NIGHTTIME) Item Service No. Facilitv Address *Sq. Feet Davs Monthlv Rate Annual Rate Al Arts Office .q^ «oov -jc 2955 Elmwood Ave 1,843 Mon-Fri (5) $ $ ' A2 Aviara Park Modular 6435 Ambrosia Lane 946 Mon-Fri (5) $ 151.01 $ 1,812.12 Aviara Park Main. Yard Mon-Fri (5) A3 Office 6435 Ambrosia Lane 442 Mon-Fri (5) $ 70.56 $ 846.72 A4 Calavera Community Center 2997 Glasgow Drive 17,400 Sun-Sat (7) $ 2,834.46 $ 34.013.52 A5 CIT Trailer Sun-Sat (7) 3330 Harding Street 1,440 Mon-Fri (5) $ 229.87 $ 2,758.44 A6 Granary 2659 Garfield Street 572 Sun-Thur (5) $ 91.31 $ 1,095.72 A7 Harding Community Center 3096 Harding Street 12,392 Sun - Sat (7) $ 2,048.07 $ 24,576.84 A8 Heritage Hall 2650 Garfield Street 1,680 Sun - Sat (7) $ 246.03 $ 2.952.36 A9 Hiring Center 5958 El Camino Real 280 Mon-Fri (5) $ 53.35 $ 640.20 A10 Holiday House 3235 Eureka Place 855 Sun-Thur (5) $ 100.16 $ 1.209.92 All Kruger House 3215 Eureka Place 1,250 Sun-Thur (5) $ 193.90 $ 2,326.80 A12 Leo Carrillo Ranch 6200 Flying LC Lane 4.364 Bldgs 1,818 Walkways Fri- Sun (3) $ 441.07 $ 5,292.84 A13 Library Learning Center 4.364 Bldgs 1,818 Walkways Fri- Sun (3) 3368 Eureka Place 20,000 Mon-Fri (5) $ 9 .-^RO .sn $ 9R f^Rfi no A14 Magee House 523.59 6,283.08 258 Beech Avenue 4,089 Sun-Thur (5) $ 523.59 $ 6,283.08 10 Item No. Facilitv Address *Sq. Feet Service Davs Monthlv Rate Annual Rate A15 Municipal Water District 2 261 48 27 137 76 5950 El Camino Real 19,000 Mon-Fri (5) $ $ A16 Parks Administration 1166 Carlsbad Village Drive 504 Sun - Thur (5) $ 59.99 $ 719.88 Al 7 Parks Modular/Break Room 1166 Carlsbad Village Drive 2,474 Sun - Thur (5) $ 432.39 $ 5,188.68 A18 Railroad Depot o TQ-I cc 400 Carisbad Village Drive 1,608 Sun-Sat (7) $ ^^5.13 $ 3,781.56 Al 9 Scout House 3225 Eureka Place 1,908 Sun-Thur (5) $ 'pr^f^j'] $ ? F^9 Stagecoach Community A20 Center 2,854.72 34 256.64 3420 Camino de los Coches 17.400 Sun-Sat (7) $ A21 Streets & Facilities Admin 405 Oak Avenue 10,050 Mon-Fri (5) $ 1.377.59 $ 16,531.08 On Call / Emergency Call A22 Back *100 Hours Locations as Directed (Estimated) Sun-Sat (7) $ 25.00 pr hr $ 2.500.00 A23 Special Event Labor *200 Hours Locations as Directed (Estimated) Sun - Sat (7) $ 19.88 prhr $ 3,976.00 *T0TAL SQUARE FEET 119,424 SQFT BUILDINGS + 1,818 SQFT. WALKWAYS Schedule A Sub-total amount of bid including items Al - A23 in words:_ Two Hundred and Eleven Thousand Six Hundred Thirteen Dollars and eighty four cents Schedule A Sub-total amount of bid, including items Al- A23 in numbers: $211,613.84 11 BID FORM BID #12-13 CUSTODIAL MAINTENANCE SERVICES BID ALTERNATE #1 FACILITY SCHEDULE A (DAYTIME) Item Service No. Facilitv Address *Sq. Feet Davs Monthlv Rate Annual Rate Al Arts Office 242.74 ^ 2.912.88 2955 Elmwood Ave 1,843 Mon-Fri (5) _$ _$ A2 Aviara Park Modular 6435 Ambrosia Lane 946 Mon-Fri (5) $ 281.19 $ 3,374.28 Aviara Park Main. Yard 6435 Ambrosia Lane 442 Mon-Fri (5) $ ^38.37 $ ^^^^^-^"^ A4 Calavera Community Center 2997 Glasgow Drive 17.400 Sun-Sat (7) $ 2,949.80 $ 35,397.60 A5 CIT Trailer 3330 Harding Street 1,440 Mon-Fri (5) $ 316.61 $ 3 799 32 A6 Granary 2659 Garfield Street 572 Sun - Thur (5) $ 254.37 $ 3.052.44 A7 Harding Community Center 3096 Harding Street 12,392 Sun-Sat (7) $ 2,177.11 $ 26,125.32 A8 Heritage Hall 2650 Garfield Street 1,680 Sun-Sat (7) $ 359.69 $ 4.316.28 A9 Hiring Center 5958 El Camino Real 280 Mon-Fri (5) $ 115 59 $ 1 ;^«7 nft AlO Holiday House 3235 Eureka Place 855 Sun-Thur (5) $ ^38.93 $ 2.867.16 Al 1 Kruger House 3215 Eureka Place 1,250 Sun - Thur (5) $ 297.44 $ 3.569.28 A12 Leo Carrillo Ranch 4.364 BWgs 1,818 6200 Flying LC Lane walkways Fri-Sun (3) $ $ 6,365.88 A13 Library Learning Center 3368 Eureka Place 20,000 Mon-Fri (5) $ 2 .^.^.S 2fi $ .'^O^f^fi:^ 12 A14 Magee House 258 Beech Avenue 4,089 Sun-Thur (5) $ 592.85 $ 7.114.20 A15 Municipal Water District 5950 El Camino Real 19,000 Mon-Fri (5) $ 2,310.15 $ 27,721.80 12 Item No. A16 Facilitv Address Parks Administration 1166 Carisbad Village Drive *Sa. Feet 504 Service Davs Sun - Thur (5) Monthlv Rate $ '•22.68 Annual Rate $ '•'472.16 A17 Parks Modular/Break Room 1166 Carisbad Village Drive 2,474 Sun-Thur (5) $ 427.60 $ 5,131.20 A18 Railroad Depot 400 Carisbad Village Drive 1,608 Sun - Sat (7) $ 416 $ 4 QQQ na A19 Scout House 3225 Eureka Place 1,908 Sun-Thur (5) $ 282.41 $ 3.388.92 A20 Stagecoach Community Center 3420 Camino de los Coches 17.400 Sun - Sat (7) 2,820.38 $ $ 33.844.56 A21 Streets & Facilities Admin 405 Oak Avenue 10,050 Mon-Fri (5) $1,350.99 $ 16,211.88 A22 On Call / Emergency Call Back Locations as Directed *100 Hours (Estimated) Sun - Sat (7) 25.00 prhr $ 2,500.00 A23 Special Event Labor Locations as Directed *200 Hours (Estimated) Sun - Sat (7) ^ 19.88 prhr $ 3.976.00 TOTAL SQUARE FEET 119,424 SQFT. BUILDINGS + 1,818 SQFT. WALKWAYS Bid Alternate #1 (Daytime) Schedule A Sub-total amount of bid including items Al - A23 in words: Two Hundred Thirty One Thousand and Eight Hundred Fiftv Dollars and eightv eight cents Bid Alternate #1 (Daytime) Schedule A Sub-total amount of bid, including items Al- A23 in numbers: $231.850.88 . 13 BID FORM BID #12-13 CUSTODIAL MAINTENANCE SERVICES PARK RESTROOM SCHEDULE B (NIGHTTIME) Item *Sq. Service No. Facilitv Address Feet Davs Monthlv Rate Annual Rate Bl Aviara Community Park (2) 6435 Ambrosia Lane 864 Sun - Sat ( 82 Beach Bluff Carisbad Blvd & Pine Ave 200 Sun - Sat I 83 Calavera Park Blockhouse 2997 Glasgow Drive 442 Sun - Sat ( B4 Chase Field 3349 Harding Street 234 Sun-Sat(7) _% 85 Hidden Canyon 2685 Vancouver 972 B6 Holiday Park (2) 3235 Eureka Place 401 87 La Costa Canyon Park La Costa Ave at Pueblo & Rana ct 340 Sun - Sat (7) $ 88 Laguna Riviera Park Kelly and Pari< Drive 200 89 Leo Carrillo Ranch (2) 6200 Flying LC Lane 300 Sun - Sat (7) _% 810 Magee Park 258 Beech Avenue 234 811 Pine Park 3500 Harding 261 812 Poinsettia Park (2) 6600 Hidden Valley Road 856 813 Skate Park 2560 Orion Way 180 814 Stagecoach Park (2) TOTAL SQUARE FEET 6,240 $ 440.09 5,281.08 $ $ 149.63 $ 1.795.56 $ 225.14 $ 2,701.68 $ 119.19 1.430.28 $ $ 495.11 $ 5,941.32 $ 204 26 $ 2 4.^^1 12 $ 173.19 ^ 2,078.28 $ 149.63 $ 1,795.56 $ 152.81 ^ 1,833.72 $ $ 119.19 J 1,430.28 $ 1/i2 Q.'S $ 1 F^QFi 40 $ 436.02 $ 5.232.14 $ 91.69 1.100.28 $ $ 385.08 $ 4.620.96 14 Schedule 8 Sub-total amount of bid including items 81 - 814 in words: Thirty Nine Thousand Two Hundred Eighty Seven and seventy six cents on OQT 7f5 Section 8 Sub-total amount of bid, including items 81-814 in numbers: $^^>^o^ -'^ Grand total amount including Schedules A and 8 in words: TwO Hundred Fifty ThOUSand Nine Hundred and One Dollars and Sixty cents Grand total amount including Schedules A and B in numbers: $250,901.60 Grand total amount including Bid Alternate #1 (Daytime) Schedules A and 8 in words: TwO Hundred Seventy One Thousand One Hundred Thirty Eight Dollars and Sixty Four cents Grand total amount including Bid Alternate #1 (Daytime) Schedules A and 8 in numbers: $271.138.64 . Price(s) given above are firm for 90 calendar days after date of bid opening. Addendum (a) No(s). has/have been received and is/are included in this bid. *Note to Bidders: Bidders are advised that the Square Footage listed are approximate. Bidders are responsible for verifying actual totals. OPENED, WITNESSED AND RECORDED: DATE SlS^TURE 15 RFB# 12-13 Custodial Maintenance Proposal D. Vendor's Statement of Technical Ability and Experience VENDOR'S STATEMENT OF TECHNICAL EXPERIENCE AND REFERENCES The Vendor Is required to state what woi1< of a similar character to that Included In the proposed Contract he/she has successfully perfonned and give references, with telephone numbers, whfch will enable the City to judge his/her responsibility, experience and skill and business standing. The Vendor is required to provide a minimum of three (3) references where work was performed within the past three (3) years of a sin^lar size and nature to this contract. An attachment can be used. Date (Contract Completed Name and Address ofthe Employer Contad Persons Name and Telephone Number Type of Work Amount of Contract See Attached 17 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a y e j 9 RFB# 12-13 Custodial Maintenance Proposal Professional References Our secret to sucx^ss has been our team approach; we invest in our team members. We promote growth from within, identifying and recognizing talent and nurturing while cultivating our team memt)ers skills to serve our customers throughout Northem and Southem Califomia. Our Managers walk the walk resulting in a "Lead by example management" style creating "c»n do", "will do" team staffing. This winning business philosophy has allowed us to provkJe services on many different types of industrial, commercial, govemment fa<:tlities consistently through our 40 year history. We have built a solid foundation and an unparallel track recjord of customer responsiveness and satisfaction, as proven through our govemment and commercial contracted operations. You can always count on us to meet or exceed your expectations. San Diego County RFP #2918 Lotl San Dieqo Contracrt Specialist: Pete Carrasco Awarded: Sept 1,2008 to current Email: Pete.Carrasco(g)sdcounty.ca.gov 5555 Overland Ave., Dept of General Services San Diego, CA 92123 Approx. 883,452 square feet Phone: 858-495-5104 Fax: 858-495-5240 NOVA Management: Beanor Anglin Custodial service for San Diego County's Central Court House and Hall of Justice on Broadway San Diego, CA for approximately 880,000 square feet for two fadlities. Services indude day porters, offices, administration, judge's chambers, courtrooms, jury rooms, lawyers rcxMn, chiWren's area, conference rooms, restrooms, showers, locker rcxjms, fitness, hallways, industrial areas, maintenance shops, chiller rooms, boiler rooms, holding cells, parking lots, loading docks, patios, exterior surroundings, and windows. Services inclusive of sweeping, mopping, machine scrubbing, spray buffing, refinish hard floore, stripping and waxing, vacuuming, deep c^arpet cleaning, vacuuming subfl(X)rs, deaning walk off mats, low dusting, sanitizing drinking fountains, cleaning glass, sanitize restrooms, locker room deaning, sanitizing lunchrooms, disinfecting gyms, waste colledipn and removal, recyde removal, c^leaning elevators, deaning escalators, high dusting, window washing interior and exterior, police and clean exterior areas, sweep and wash down furniture, power wash exterior walkways, stairs, clean graffiti, gum removal, clean up after homeless in exterior areas. This contract began as a contract in whrch services were perfomied after hours. Due to security issues the Sherriff s changed the contract performance from evenings to day time work with periodic work being performed on seled weekends each month. Personnel require a Dept. of Justice background checks that spans the lifetime of the employee, high security measures are taken while gaining entrance and while moving through the facility requiring badge access to open doors and gain entrance into all non public areas of the facility. With over 880,000 square feet spanning two high rise facilities rising up to 13 floors, personnel are effectively spread through the facility to insure public areas are serviced between 6am to 8am insuring floor care and restrooms are ready for the public entering the facilities'. Our service perfomiance included effective management to ensure and monitoring public safety while performing. NOVA has proven its abilities with San Diego County and its effective ability to work with the county and its janitorial needs. This contract represents our flexibility to perform in a variety of public and civil employee situation for a County environment in which our experience with San Diego County we have worked in and around the public, as well, as, in the evening while insuring the desired quality of services is attained. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a g e j 10 RFB# 12-13 Custodial Maintenance Proposal At ROICC San Diego NAVFACENGCOM N62473-08-D-0508 Order #6 Prime MASC Contractor NOVA Subcontracted Contract Manager: Desmond Carter Awarded: Oct 1, 09 to June 30, 11 Email: desmond.carter@lincfs.com P.O. Box 1079 Phone:: 619-990-4933 San Juan Pueblo, NM 87566 Fax: 760-499-1411 Total of 200 Buildings on Site Approx 1.4 Million Annual NOVA Management: Eleanor Anglin Approx. 1.8 Million square feet Approx 50 staff members Sen/ices performed days, nights and weekends Inclusive of 1.8 million square feet and 200 buildings serviced. Performing services to include facilities such as: child care, school age centers, youth centers, fitness centers, gymnasiums, offices, classrooms, conference rooms, shower/locker-rooms, industrial, BEQ quarters, Command Areas, administrative areas, industrial areas and training centers. Regularly performed special event cleaning, as well as, emergency service calls. Services inclusive of waste collection and removal, low dusting, restroom/shower disinfecting/ cleaning, gym disinfecting, lunchroom cleaning, floor care, high dusting, deep carpet cleaning, stripping and waxing, buffing, and window cleaning. This contract was awarded on September 28, 2009 and with services starting on October 1, 2009 with a two day lead time NOVA was able to implement the contract smoothly. Purchasing and providing equipment for all facilities and janitors over night for all 200 facilities being serviced. Completing all employment documentation and insuring staff to perform all services by October 1, 2009. Schedules and all submittals including Quality Control, Key Control and Safety were provided timely in accordance to the contract requirements. This contract was broken down into Service levels. Four service Levels A through D, with options to change services to two lower levels E&F. Buildings were assigned a service level or in some cases buildings required two levels of service. To meet the varying service needs janitors were provided with maps ofthe buildings and trained which areas receive which level of service. Additionally, building had special requirements to be performed including minimum personnel, increased frequency level for restrooms, waste removal, specified time restraints for secured areas, etc. Employees were each trained on the services to be performed for each level allowing flexibility in case of filling in for another employee or a change in service level. Some of the building required the special requirement such as: minimum personnel assigned to the facility, specialized direction for time to service the faciiity, additional service requests, increased service frequency per day, etc. Through a 21 month period there were 23 modifications issued which required changing in service level or additions or deletion in services which were accommodated timely and efficiently to serve the customers. Overall, NOVA effectively performed and operated the contract for the Prime contractor from the onset until expiration of the contract. Contract ended as Government demanded Self-Performance of the Prime Contractor due to contract governance. 1535 Tidelands Ave Suite C National City, CA 91950 v/vAv.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL I 11 RFB# 12-13 Custodial Maintenance Proposal Our Point Loma Submarine Base contract (1995 to Sept 2008) successfully completed once, at a base year plus 4 option years, and we retained the contract again for an additional base year and 4 option years. This contract covers over 600,000 square feet daily with over 70 buildings. The original contract included over 150 buildings which due to base closures the contract was reduced. The statement of work and the schedule frequency are similar to the San Diego Naval Station; buildings are serviced based upon categories and levels of service with each category requiring a ^ . , different frequency schedule. The ability to schedule the necessary workloads on a given day, supervise, manage, administrate and perform is all significant. Point Loma Submarine Base ROICC Point Loma NAVFACENGCOM Contract #N68711-00-D-7734-DO 0001 Contract Specialist:: Denise Duvall EfT^ai'- denise.duvall(a)navy.mji Phone: 619-524-3100 ext 135 Fax: 619-524-2934 Replaced: N63387-94-D3897 in 2002 4635 Pacific Highway San Diego, CA 92110 Service: June 1,1995 to Sept 30, 08 Total of 70 Building on Site CONTRACT SPECIFICS: $54,000 per month Approx. 600,000 square feet NOVA Management: Eleanor Anglin Performing services to include facilities such as: child care, school age centers, youth centers, fitness centers, gymnasiums, offices, classrooms, conference rooms, shower/locker-rooms, industrial, BEQ quarters. Command Areas, administrative areas, industrial areas and training centers. Regulariy performed special event cleaning, as well as, emergency service calls. Services inclusive of waste collection and removal, low dusting, restroom/shower cleaning, floor care, high dusting, deep carpet cleaning, stripping and waxing, and buffing. 'Thank you for a job extremely well done. You're on our TEAM." Captain, U.S. Navy 2002 Contract initially awarded to Nova Commercial Co., Inc. in 1995 inclusive of Custodial Services for SPAWAR Top Side, SPAWAR Bay Side, Point Loma Submarine Base, Anti Submarine Warfare, Naval Training Center, Coast Guard, and various other Naval Commands at ROICC Naval Public Works Center, in San Diego, California. Initial award included over 200 buildings and yeariy amounts totaled in excess of $1,675,035.00. Contract was later broken up, due to base closures. Naval Training Center (NTC) downsized gradually each year and is now officially closed. The statement of work and the schedule frequency received services based upon categories and levels of service with each category requiring a different frequency schedule. The ability to schedule the necessary workloads on a given day, supervise, manage, administrate and perform is all significant. Some of the building required the special requirement of being secured in which janitors were required to be escorted by military personnel to perform services. Some building required minimum personnel assigned to the facility as well as specialized direction for time to service the facility, additional service requests, increased service frequency per day, etc. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL i 13 RFB# 12-13 Custodial Maintenance Proposal San Diego Naval Station, CA ROICC San Diego NAVFACENGCOM Contract #N68711 -OO-D-7734 Awarded: March 1, 01 to Mar 30, 2730 McKean Ave, BIdg #291 San Diego, CA 92132 Contract Specialist: Janet Buyson Email: Janet.Buyson@navy.mil Phone: 619-556-6517 Fax: 619-556-6280 CONTRACT SPECIFICS: $152,000 per month approx. NOVA Management: Eleanor Anglin The contract began with 300 buildings and 2.5 million square feet. Due to downsizing the contract resulted in 1.4 million square feet and 200 ., •.'. 'y-'-l' buildings. Performing services to include facilities such as: child care, school age centers, youth centers, fitness centers, gymnasiums, offices, classrooms, conference rcx)ms, shower/locker-rooms, industrial, BEQ quarters, Command Areas, administrative areas, industrial areas and training centers. Regularly performed special event cleaning, as well as, emergency service calls. Services inclusive of waste removal, low dusting, restroom/shower cleaning, floor care, high dusting, deep carpet cleaning, stripping and waxing, and buffing. Services performed seven days a week. This contract exemplifies our ability to be flexible and creative to meet contract specifications, which vary from complete service to restroom only service on any given day. With varied Service levels assigned to each fadlity or location within a building. It also demonstrates our ability to assemble the necessary Supervision staff and Quality Control program to effectively meet the varying customer needs to assure contractual compliance and customer satisfaction. Our services command undivided attention daily to assure Admirals, General's, Go's, Legal staff, etc receive quality care daily in the most profound professional manner. This contract was awarded under protest March 2001. With 2 and a half weeks notice we informed and promised the government that we could start services, in a manner that would not disrupt services even though this would be a completely different scope of work than the one that the predecessor worked under. We were able to succeed with such short notice, partly due to the fact that Nova had been performing at the Point Loma Subase since 1993 when it was induded with SPAWAR and the (decommissioned) Naval Training Center. Nova utilized the building maps and inventory schedule to design routes to accommodate the varying service levels as required by specific areas within each building or assigned to each building as determined on the inventory schedule. Route books were created with colored assignment ofthe service levels to be serviced for each building. Janitors were trained on the levels and the expectations. The varied levels of service included four levels with a level being assigned to each building or specified areas within a building. The understanding of service levels was fully trained to personnel to insure services were performed in accordance to the contract requirements for each building. We have had an excellent record of performing the Indefinite Quantity work and on short notices for VIP visits, moving etc. In our first 3 months on the job, 1st Lady Laura Bush visited our library, and as usual Nova'Commercial Co., Inc., ensured that the place looked great. Our employees performed above and beyond efforts for the BEQ'S at 32nd Naval to ensure their continued Zumwalt participation. We have always tried to staff our team with as many versatile cross-trained employees as we can. We have a reputafion for being the contractor to wori< for on military installations as not only do we strive to pay well, but we take care of our employees and employee recognition is big with us. 1535 Tidelands Ave Suite C National City, CA 91950 vwvw.NOVACommerdal.us 619.336.1207 F/^X: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL I ''^ RFB# 12-13 Custodial Maintenance Proposal United States Coast Guard J.S. Decortrrent d Hcxieiard Sectirny U.S. Coast Guard U.S. Coast Guard Marine Safety Team San Diego, CA Contrad # HSCG89-05-6TF040 & Contrad #HSCG89O8C650M00 Contrad Specialist: Marcella Brown Phone: 510-437-5980 e-mail marcella.v.brown@uscg.mil Coast Guard Island Building #54 Alameda, CA 94501 Service: Since Feb 1,05 to Current NOVA Management: Eleanor Anglin Approx. 15,000 square feet Performed janitorial services for the Marine Safety Team in restrooms, locker rooms, offices including windows, shampooing and stripping and waxing. Morale, Welfare & Recreation Point Loma Sailing Center Contrad # SWRMWR-09-C-0012 Contrad Specialist Vanessa Cendali Naval Base San Diego Contracfing Specialist Phone: 619-556-0306 Fax: 619-556-7065 e-mail: vanessa.cendali@navy,mii Phone: (619) 556-8504 Fax: (619) 556-7066 NOVA Management: Eleanor Anglin Currently performing janitorial services for Navy Sailing Center buildings providing minimum personnel to perform all necessary janitorial service daily as well as including deep cleaning, and shampooing MCRTC Del Mar, CA Contrad N62470-11-P-1021 Contract Specialist: Linda Camellino NAVFAC Midwest - PWD Central 520 Dewey Ave., BIdg. 5 Great Lakes, IL 60088-5600 Ph: (847)688-3368x101 Fax: (847)688-3398 linda.camellino@navy.mil Service: Since Odober 1, 2004 Approx. 10,000 square feet Camp Pendleton Building 21082 Service: September 19, 2011 to Current Approx: 16,602 square feet NOVA Management; Eleanor Anglin Currenfly performing custodial services to include: trash removal, sweeping, mopping , vacuuming, restroom cleaning, space cleaning, buffing, and carpet cleaning. Grounds maintenance and landscaping sen/ices inclusive of: Lawn Care, Shrub and Hedge Maintenance, Plant and Bed Maintenance, Tree Maintenance, Weed and Feed Program, and Vegetafion Control. 1535 Tidelands Ave Suite C National City, CA 91950 v^ww.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdaLus CONFIDENTIAL I 14 RFB# 12-13 Custcxiial Maintenance Proposal E. Vendor's Organization VENDOR'S ORGANIZATION Bid No. 12-13 In submitting this BID. the CONTRACTOR represents that the CONTRACTOR has established an cw'ganization including an office or offices, communteations, administrative staff, and the like; and that the CONTFlACTOR's organization is fully adequate to ccxiform to the requirements of this BID. In support of aiese representations, CONTRACTOR shall set forth in herein: A. A description of the CONTRACTOR'S organization, showing basic relationship hierardiy and re^nsibilities, and including ADMINISTRATORS, departnients, managers, key support staff, supervisors, foremen, crew lead^'s, crews, and tiie like. Information provided below may be supplemented by attaching an organization chart. See Attached 18 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Paae |15 N VA RFB# 12-13 Custodial Maintenance Proposal NOVA'S Proposed Organization Chart Our Corporate Organization Chart is designed to lead by example and partner v/ith our customers and effectively manage the team for our desired results. Sophia Simas 925-719-3360 sophla@novacommercial.us Northern CA Operations Mgr Larry Gillis 510-728-7000 la rry @ novacommercia I. us Southern CA Operations Mgr Eleanor Anglin 619-666-9095 eleanor(S)novacommerdaLus City of Carlsbad Supervisor City of Carlsbad Leads City of Carlsbad Custodians & Periodic Utility 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Paae | 16 RFB# 12-13 Custodial Maintenance Proposal Corporate Office Job Description Position Title: Corporate Office Administrations Reporting Relationships: POSITION REPORTS TO: CEO POSITIONS SUPERVISED: None Job Summary: PURPOSE: Corporate Office Administrations shall perform all administrative duties to insure a smooth administration of the contract. Functions performed include: Phone reception. Invoicing, Accounts Receivables, Collections, Collection of Time, Payroll Processing, Payroll Reporting, Budget Reporting, Quarterly and Annual Tax Reporting, Human Resources, Workers Compensation Reporting, OSHA Reporting, Affirmative Action Reporting, Auditing of Insurance, Accounts Payables, Bank Reconciliations, and Accounting/Financial Reporting to CPA. Overall the Corporate Office shall insure administrations of the accounting and human resources to insure the administrative needs of each job site are met through efficient and accurate accounting and human resources. Essential Functions and Duties: Perform accounting, phone reception and human resources for all job sites and the prime office locations for the corporation. 1. Answers phone, takes and relays messages and insures follow through 2. Perform administration of invoicing, accounts receivables, and collections. 3. Maintain contract files 4. Track all contract modifications 5. Perform administrations of payroll 6. Human resources for the corporation 7. Maintain employee files 8. Oversee health and benefit program 9. OSHA Reporting 10. Affirmative Action Reporting 11. Annual and Quarterly Tax Reporting 12. Document and oversee Workers Compensation injuries, plan administration, monthly billing. 13. Administrate the insurance policies including liability insurance, bonding and vehicle. 14. Perform Accounts Payables; maintain 1099 tax filings and W9 collection. 15. Create and submit budget reports for payroll tabor hours and costs. 16. Collect Safety Trainings and assure Safety First Cleaning For Health is documented. Reports/Record Keeping 1. Message Recording 2. Track contract modifications 3. Create payroll budget reports and submit. 4. Track documents of Safety trainings are held. 5. Track documents of training. 6. Document and hold all team member files - assure accurate and complete. 7. Assures all Federal, State, and Health Legislation is updated and forwarded to site staffs. 8. Assures United States Department of Labor compliance standards 9. Payroll and Human Resources documentation 10. Recordkeeping for invoidng and payment of accounts payables and accounts receivables. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Page |17 RFB# 12-13 Custodial Maintenance Proposal Corporate Admin Job Description Position Title: Corporate Administrator - duties of CEO Reporting Relationships: POSITION REPORTS TO: Chairman POSITIONS SUPERVISED: Operations AAanager, Quality Control Manager Job Summary: PURPOSE: Corporate Admin shall oversee the contract on an administrative level assuring that the contract is in compliance in accordance to contract specifications. Assures documentation of all recordkeeping, meets all human resource needs, and assures accurate accounting of the contract. Negotiates and approves modifications to the contract. The Corp Admin assures a partnering relationship between the customer, the on-site staff, the Executive Account Advisor and Corporate Office, assuring continual communication between the customer, Corporate and the On-Site staff. Partners in assuring Performance Assessments achieve the goal of exceptional level. The Corp Admin shall work with government staffs assigned to the contract as a partner in assuring that all performance needs are met. Essential Functions and Duties: Oversees the Corporate, Executive Account Advisor and On-Site team is meeting contractual requirements with the goal of obtaining an exceptional rating. 1. Assures Quality Control Program system is properly functioning. 2. Enforcement of Quality Control Program Improvement process 3. Perform Random Quality Inspections 4. Provide proposal for modification changes 5. Negotiate and sign modifications. 6. Document and track building square footages and service levels. 7. Document and track contract value. 8. Oversee administration of invoicing, accounts receivables, and collections. 9. Oversee administrations of payroll 10. Provide necessary human resources. 11. Oversee health and benefit program 12. Oversee Workers Compensation and Insurances. 13. Assure paying of all vendors in accordance to terms. 14. Analyze trends. 15. Analyze and monitor budgets. 16. Assure Safety First Cleaning For Health is fully implemented and documented, Reports/Record Keeping 1. Document contractual changes and modifications 2. Document and analyze budgets, 3. /^sures United States Department of Labor compliance standards 4. Oversee Payroll and Human Resources documentation 5. Oversee recordkeeping for invoicing and payment of accounts payables and accounts receivables. 1535 Tidelands Ave Suite C National City, CA 91950 v/vw.NOVACommerdal,us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P age j 18 RFB# 12-13 Custcxiial Maintenance Proposal Operations Manager Job Description Position Title: Operations Manager Reporting Relationships: POSITION REPORTS TO: Corporate Office & CEO POSITIONS SUPERVISED: Project AAanagement, Safety, Periodic, Site Supervisors, Janitorial teams hired under Contract. Job Summary: PURPOSE: Operations Manager shall manage the total work effort asscx:iated with the services required to meet the performance service objective and standards. Operations Manager shall provide A^nagement and Site Staff with the necessary management expertise to assure performance objectives and standards are met. Primary focus is to work and communicate with the on-site staff providing advice and expertise to meet and or exceed contractual operations and quality requirements. Operations AAanager will be responsible for signing and responding to all documents issued from Government Quality Assurance inspections. Manage, supervise, all phases of the Quality Control and Safety aspect of site operations. Shall enforce company polices. Responsible for ensuring that all logistical, equipment, supplies necessary for site operations is available for Supervisors. Accessible 24/7 by cellular and shall be on site one hour after governmental staff daily. Essential Functions and Duties: Oversees the operations and administrations of the contract to assure customers needs and contractual requirements are met or exceeded. 1. Shall analyze and implement the improvement process strategies for all operations 2. Build strategic alliances with professional "Outside Vendor Sources' 3. Enforce, execute the implementation of company Safety Plan 4. Shall perform random Safety Inspections 5. Collaborates and creates an open line of communication between Corporate, Management, and Supervisors. 6. Monitor and control budgets while assuring contract specifications are met with excellence 7. Develop and implement Management Workshops. 8. Directs and participates, as needed, in customer service functions 9. AAaintain a cfynamic line of communication with Governmental staff daily. 10. Implement and develop "recruitment process" strategies to ensure proper staffing levels. 11. Responsible for ensuring all Schedules needed for contract. 12. Perform Safety and Quality Control samples daily. 13. Reviews Inspection reporting, analyzes trends, and conducts additional documented inspections. 14. Prepares required training and quality control reports for Account Advisor as requested develops training strategies for the improvement process. 15. Perform Time Atotion Studies with each contract modification change. 16. Oversee documentation of files, on all sites as required by law and regulations. 17. Schedule and attend AAonthly QC Safety meetings at each site assigned. 18. Organize schedule to give individual time, training, and instruction to Supervisors weekly. 19. Fadlitate periodic and Indefinite Quantity work v/ith Periodic manager. 20. Develop strategy to monitor all inventory levels pertinent for sites assigned. 21. AAaintain and develop systems to ensure that all equipment is in safe working condition. Ensure Supervisors are trained to in the documenting of all the necessary forms. 22. AAaintain schedules for daily and periodic work and periodic completion record. 1535 Tidelands Ave Suite C National City, CA 91950 wvw.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page | 19 RFB# 12-13 Custodial Maintenance Proposal Reports/Record Keeping 1. Service Performance Recap 2. Quality Performance Recap 3. Safety and Injury Recap 4. AAonthly Budget Reviews 5. Monthly Supply E)q)enditures 6. Employee -Human Resource Reports 7. Time Atotion Study Recap 8. Vehicle Inspection Reports 9. Payroll Budget Summaries 10. DcKument contractual changes and modifications 11. Documentation of Safety Reports 12. On-site ctocumentation - of Employee Training -human resources. 13. On-site documentation - Employee Performance Training 14. Assures all Federal, State, and Health Legislation is updated and forwarded to site staffs. 15. Assures United States Department of Labor compliance standards 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal,us CONFIDENTIAL Paae j 20 RFB# 12-13 Custodial Maintenance Proposal Supervisor Job Descriptions Position Title: Front Une SUPERVISOR Reporting Relationships: POSITION REPORTS TO: Operations AAanger POSITIONS SUPERVISED: Janitorial team hired under Contract. Job Summary: PURPOSE: To supervise all phases of operation, including personnel, supplies, and the compiling of the required reports. Perform individual training monthly of all employees. Conduct monthly. Quality control Safety meetings and encourage employee partidpation. Comply with all Base Rules, and Security requirements. Ensure employees have all the tools and resources needed daily. Assist Operations AAanger in preparing all schedules needed for contract. Available 24/7 by cellular. Essential Functions and Duties: Trains, assigns duties and schedules work hours, monitors and evaluates job performance, disciplines, and terminates technicians in accordance v/ith company procedures and policies. 1. Ensure that each day we meet all of the daily staffing levels for contract compliance. 2. Is responsible for ensuring that staff is neat, clean, groomed in their daily appearance. 3. Encourage a safe work environment by "leading by example" 4. Provides and ensures that all work areas, storage closets and offices are neat, clean. 5. Provides on-the-job training and instructions, as required and maintains training logs for team member files. 6. Performs Random, Planned, and Unscheduled Inspections daily. 7. Follow up on inspections requiring improvement. 8. Enforcement of company policies and guide lines. 9. Maintain Employee Files on site and ensure that safeguards are taken to ensure Employer / Employee Confidentiality is met. 10. Monitors inventory levels to prevent shortages, orders and receives supplies and parts as needed. 11. AAaintain Emergency Workforce procedures - employees phone numbers 12. Equipment maintained, cleaned 13. Advice of any equipment purchases needed. 14. Vehicle log maintained, and all vehicles are cleaned, smog certifications, licensed and serviced as needed. Reports/Record Keeping 1. All Federal, State, AASDS, and Wage Determination information is posted and visible in offices. 2. Incident Reports shall be recorded, signed and forwarded to corporate office immediately. 3. Accident Reports filed on EVERY ACCIDENT, regardless of how small the incident may be, this include the dispensing of Band-Aids for simple First-Aid injuries. 4. Weekly Training Logs filled out ensuring that each team member has received training, careful eye of inspection, and guidance. 5. Payroll Budget Summaries and Reports are to accompany all scheduled Payrolls. 6. Maintain copies of quality control reports for contract administrator or corporate office as requested 7. Maintain and develop systems to ensure that all equipment is in safe working condition 8. Report and fax up to Corporate daily all absences, whether excused or unexcused. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Page j 21 RFB# 12-13 Custcxiial Maintenance Proposal Lead Worker Position Title: Lead Worker Reporting Relationships: POSITION REPORTS TO: Periodic Lead/ Front Line Supervisors POSITIONS SUPERVISED: Janitor Job Summary: Lead workers shall motivate personnel in a manner to insure quality services are consistently performed. They shall perform all assigned services in such a manner to represent NOVA expectation and standard operating procedures. Lead Workers shall conduct Quality Control Inspection in accordance to contract requirements, scope of work to insure quality standards are met or exceeded. Findings during inspections shall be appropriately documented and janitors shall be informed and re- trained to insure future compliance and prevention. Essential Functions and Duties: Perform assigned duties in accordance with company procedures and policies. 1. Conduct quality inspection as trained 2. Review scope of work and understand quality levels to determine quality rating of area inspected. 3. Document inspection findings. 4. Report findings to Quality Control Manager. 5. Inform and re-train the janitor of any areas of concern. 6. Conduct follow up quality inspections to insure janitor shows improvement. 7. Provide on the job training for new janitors, janitors with quality issues, replacements, etc. 8. Assist in responding to customer concerns and document issues. 9. Perform all assigned janitorial duties in accordance to standard operating procedures which represent the desired quality and mission success of NOVA. Reports/Record Keeping 1. Ensure Restroom Checklist is accurately completed and signed. 2. Document all inspections and re-inspections and submit. 3. AAaintain training documentation. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619,336.1207 FAX: 619,336.1288 info@NOVACommerdal.us CONFIDENTIAL P a a e | 22 RFB# 12-13 Custodial Maintenance Proposal Periodic Utility Engineer Position Title: Periodic Utility Engineer Reporting Relationships: POSITION REPORTS TO: Periodic Lead/ Front Line Supervisors POSITIONS SUPERVISED: None Job Summary: Shall be responsible for performing quality scheduled periodic work to include: stripping waxing, carpet deep cleaning, cleaning under floors, high area cleaning, hosing/scrubbing, buffing, waxing, interior and exterior windows and detail cleaning assignments on all sites are performed. Essential Functions and Duties: Perform assigned duties in accordance with company procedures and policies. 1. Follow instructions of Periodic Lead to perform in accordance to scope of work in scheduled areas. 2. Shall perform periodic services as specified in scope of work. 3. Services inclusive of: stripping waxing, carpet deep cleaning, cleaning under floors, high area cleaning, hosing/scrubbing, buffing, waxing, interior and exterior vrindov/s and detail cleaning assignments Always use Caution signs while working in an area. Perform all duties in accordance to safe operating procedures. Upon leaving an area check for lights, door security and alarms. Inspect equipment regularly to assure good maintenance and repair. Keep all equipment and closets neat and clean. Appear in a neat and clean uniform daily. Wear identification badges as assigned, 11, Submit to all required drug testing or other screening processes. 12. Perform all other assigned duties. 4. 5. 6. 7. 8. 9. 10 Reports/Record Keeping 1. Record all time on time cards with accuracy. 2. Complete Contractor Daily Report daily and submit to Supervisor. 3. Sign in when attending Safety/Quality meetings. 4. Sign all training reports. 5. Review Quality Control Inspection forms for improved performance and sign. 6. Read and sign all Company polides, procedures and required documentation. 1535 Tidelands Ave Suite C National City, CA 91950 wvw.NOVACommercial.us 619.336.1207 FAX: 619,336.1288 info@NOVACommercial,us CONFIDENTIAL P a a c j 23 RFB# 12-13 Custodial Maintenance Proposal Janitor / Custodian Job Description Position Title: JANITOR/CUSTODIAN Reporting Relationships: POSITION REPORTS TO: POSITIONS SUPERVISED: Supervisor/AAanager of Contract None Job Summary: PURPOSE: To perform all duties as assigned in regards to janitorial/custodial services for the contract. Comply with company AAandatory Drug Testing Policy, Essential Functions and Duties: Perform assigned duties in accordance vrith company procedures and policies, 1 2 Each janitor is provided with a copy of the scope of work, facility map, and cleaning specifications. Perform all services in accordance to the scope of work to include: Emptying waste, restroom cleaning/supplies, kitchen napkin replacement, floor care, damp mopping, low cleaning, drinking fountains, and perimeters, 3. Conduct them self in a professional manner and follow all standard operating procedures. 4. Always use Caution signs while working in an area. 5. Perform all duties in accordance to safe operating procedures. 6. Upon leaving an area check for lights, door security and alarms. 7. Inspect equipment regularly to assure good maintenance and repair, 8. Keep all equipment and closets neat and clean. 9. Appear in a neat and clean uniform daily. 10. Wear identification badges as assigned. 11. Submit to all required drug testing or other screening processes. 12. Perform all other assigned duties, Reports/Record Keeping 1. Record all time on time cards with accuracy. 2. Sign all Restr(x>m Checklists. 3. Complete Contractor Daily Report daily and submit to Supervisor. 4. Sign in when attending Safety/Quality meetings. 5. Sign all training reports, 6. Review Quality Control Inspection forms for improved performance and sign, 7. Read and sign all Company policies, procedures and required documentation. 1535 Tidelands Ave Suite C National City, CA 91950 wv/w.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a s e | 24 RFB# 12-13 Custcxiial Maintenance Proposal Page 2 VENDOR'S ORGANIZATION (Continued) B. 2. Location, description, purpose, hours of operation, responsible contact person, phone number, and number of persons employed at the facility, for each of the CONTRACTOR'S offices, yards or other sites tiiat may, in any way pertain to the perfonnance of the requirements of this BID. 1535 Tidelands Ave Suite C National City. CA 91950 /toDREss OF OFFICE OF OTHER FACILITY NOVA Commercial Co., Inc - San Diego Region Office DESCRIPTION AND PURPOSE OF THE FACILITY (e.g. "Shop-Equipment maintenance') Eleanor Anglin 619-666-9095 38 RESPONSIBLE CONTACT PERSON PHONE NUMBER NUMBEROF EIWB^LOYEES P.O. Box 759 Hayward, CA 94543 (24683 O'Neil Ave Hayward. CA) /ADDRESS OF OFFICE OF OTHER FACILITY Corporate Office DESCRIPTION AND PURPOSE OF THE FACILITY Gabriela Gonzales 510-728-7000 35 RESPONSIBLE CONTACT PERSON PHONE NUMBER NUMBER OF EMPLOYEES 3. N/A ADDRESS OF OFFICE OF OTHER FACILITY DESCRIPTION AND PURPOSE OF THE FACILITY RESPONSIBLE CONTACT PERSON PHONE NUMBER N/A NUMBEROF EI^LOYEES /^DRESS OF OFFICE OF OTHER FACILITY DESCRIPTION AND PURPOSE OF THE FACILITY RESPONSIBLE CONTACT PERSON PHONE NUMBER NUMBER OF EK^LOYEES 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336,1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page I 25 RFB# 12-13 Custodial Maintenance Proposal Page 3 VENDOR'S ORGANIZATION (Continued) C. Name, titie, primary location, and phone number for person primarily responsible for each of the follownng functions as tiiey relate to the perfonnance of the requirements of tiiis BID: staffing (hiring, assignment, scdieduling of staff, and the like). Work scheduling, materials procurement, equipnnent procurement, equipment maintenance, invoicing, and coordination of communications. 1 Staffing ^'^^^O'' Anglin - So. Ca. Operations Manager Name and Titie 1535 Tidelands Ave Suite C National City, CA 91950 Location Address 619-666-9095 Phone 2. wori< Scheduling ^'^^"Q^ Anglin - So. Ca. Operations Manager Name and Titie 1535 Tidelands Ave Suite C National City, CA 91950 Location Address 619-666-9095 Phone 3 Materials PmcurementEleanor Anglin - So. Ca. Operations Manager Name and Titie 1535 Tidelands Ave Suite C National City. CA 91950 Location Address 619-666-9095 Phone 4 Eouioment ProcurementElea"or Anglin - So. Ca. Operations Manager Name and Titie 1535 Tidelands Ave Suite C National City. CA 91950 Location Address 619-666-9095 Phone 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Page | 26 This page left blank RFB# 12-13 Custodial Maintenance Proposal 1535 Tidelands Ave Suite C National City, CA 91950 wvm.NOVACommercial.us 619,336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL i 27 RFB# 12-13 Custcxiial Maintenance Proposal Page 4 VENDOR'S ORGANIZATION (Continued) 5. Equipment Maintenance Mafia Hemandez - Equipment Repair Name and Titfe 1535 Tidelands Ave Suite C National City. CA 91950 Location Address 619-336-1207 Phone 6 Invoidng G^bfiela Gonzales - Accounting Manager Name and Titie PO Box 759 Hayward, CA 94543 Location Address 510-728-7000 Phone D. A description of the CONTRACTOR'S cun-ent communications including: 1. method of communication with field personnel, response to emergencies, and the like; 2. communications equipment earned by field personnel or installed in vehides. See Attached CONTRACTOR may attach additional pages, if needed. Label any such pages "CONTRACTORS ORGANIZATION - Additional Information" along witii tiie appropriate titie(s) con-esponding to this form. The CONTRACTOR shall make tiie fadlities and persons listed herein available for inspection and interview by tiie CITY during the BID PERIOD, and at any reasonable time at tfie CITTS discretion tiiroughout the term of tiie CONTRACT. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info(aNOVACommerdal.us CONFIDENTIAL P d a e | 28 RFB# 12-13 Custcxiial Maintenance Proposal Communications Client Interface NOVA Commercial is committed to providing you mih advice and guidance for all your building solutions, as we partner with you to achieve your goals and expectations. Our ultimate goal is to attain total customer satisfaction. We continually work with you customizing our operational plans to meet your individualized needs. Partnering with you to free you up to do what you do best, while we take care of all of your building needs. We are always working to Improve the cleaning process or the system which results in lower overhead costs that we pass on to our customers. When we continue to work on the system the need for mass of inspections is not needed. Often time's inspection can also become a crutch and a way to make workers scapegoats for what are inherently system problems. When you put good people in a bad system the results are still the same. Inspections alone won't detect problems that are buried deep in the system. An example of where inspections do not solve the problem is: when a janitor is using a vacuum with filter bags that are inefficient to trap fine dust. It then is not their fault that the resettled dust on surfaces is now a concern. The problem is with the vacuum cleaner. Often an inspection will result in just sending someone in to dust, additional labor and additional labor in inspections. Where if the system is analyzed instead of just fixing the problem, the vacuum cleaner is changed and the dust is no longer a concern. We work hard for our customers focusing on finding technologies, chemicals, or equipment that will always be a cost saving for our customer and resulting In higher quality levels they can be sure of. We are here for you. To insure customer satisfaction we utilize a Contractor Dally Report (see on following page), this report allows the janitors to report each day any concerns. Any concerns in regards to services shall be recorded and you shall be notified, as to the reason, and when the service shall be re-preformed. The Contractor Dally Report is also the ears and eyes to notify you of any safety or hazards that you may need to be aware of. All Contractor Daily Reports shall be evaluated to determine the best procedure to take. In addition, we also conduct periodic customer surveys. We leave short surveys on desks requesting their input. We survey on our service levels for first entering the building, first entering their office, restrooms, lunch areas, etc. We also provide the opportunity to give us their Input on office access, service time preference, opinion of how quickly we respond to requests, If our employees are courteous and If there Is any additional service needs, as well as, providing space for comments and suggestions. Communication NOVA Commercial places a primary focus on communication. A strong line of communication Is the key to achieving our mission statement to provide you with advice, answers, and tools to help assist you in all of your facility needs - Let Us Advise You. Communication allows for a smooth operation and coordination between Nova Commercial and you. We assure a line of communication is open between you and the Account Advisor who is in constant communication with the Contract Manager/Supervisor who is in continuous communication with the On-Site Team. This circle of communication assures that we are aware of your needs and that the entire team dedicated to you is Involved and assists In meeting your needs at the soonest opportunity. We provide you with rapid response to all your needs through the use of open communication. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 1nfo@NOVACommerdal.us CONFIDENTIAL I 29 RFB# 12-13 Custodial AAaintenance Proposal The Contract AAanagers and Supervisors are available 7 days a week, 24 hours a day via cellular phones. In addition, we are available via fax, e-mail, and telephone. We encourage regular meetings with you to review our performance, as well as, to partner v/ith you advising you vrith all of your building solutions. We then take what opportunities are made available to better serve your needs, while communicating new strategies and techniques to the on-site team. We also malce available to you our Inspection Reports at your request. We conduct regular training, quality, and safety meeting with our team members to continue the flow of communication as we find better technologies, procedures, strategies that better serve your individual needs. Daily Report - To insure customer satisfaction we utilize a Contractor Daily Report (see on following page), this report allows the janitors to report each day any concerns, including issues, maintenance and graffiti. Any concerns in regards to services shall be recorded and you shall be notified, as to the reason, and when the service shall be re-preformed. The Contractor Daily Report is also the ears and eyes to notify you of any safety or hazards that you may need to be aware of. All Contractor Daily Reports shall be evaluated to determine the best procedure to take. Quality Control Inspections Our i-sight Quality Control inspections create a standardized system to assess service performance in accordance to contract specifications and desired output levels. To determine the level of quality performance objectives and standards must be specific and clear. Our well-versed Managers understand the desired quality levels expected to meet the predetermined performance objectives and standards. These objectives and standards are the guidelines to determine the rating of each service performed. This systematic approach provides the ability to determine the level of quality as well as maintaining consistency quality throughout each building on the contract. We understand that even these precise and clear objectives and standards can still be viewed as subjective, abstract, and difficult to fully measure; therefore, we always listen to our customers the ultimate goal is creating a partnership always working together to achieve the desired outcome of exceptional service performance. In conducting Quality Control Inspections the guidelines as set forth in PART II TECHNICAL SPECIFICATIONS 23.00 TASK DESCRIPTIONS AND STANDARDS shall be the quality standards levels in determining the quality ratings while conducting a quality control inspection. Periodic Service Performance NOVA Commerdal shall have completion reports for all periodic services performed. These will be logged to insure all periodic services are performed in accordance to the contract specifications. 1535 Tidelands Ave Suite C National City, CA 91950 v/vw.NOVACommercial.us 619.336.1207 FAX: 619,336.1288 info@NOVACommercial.us CONFIDENTIAL F a 'O. & | 30 RFB# 12-13 Custodial Maintenance Proposal N ^VA COMMERCIAL CO . INC D » i mmt. n ally Report NOTE: Use space provided below to describe any other special services performed in a given room and/or building aiong with the locationA Signature: Date: 1535 Tidelands Ave Suite C National City, CA 91950 v/ww.NOVACommercial,us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal,us CONFIDENTIAL P a s e | 31 RFB# 12-13 Custodial Maintenance Proposal NOVA Commercial Company Inc., QUALITY CONTROL CHECK UST Bldg/Area: iLevel: Inspection Type: SCHEDULED COMPLAINT RE-INSPECT Date: j Employee: Inspeicton 5-Exceptional - 4 - Very Good - 3- Satisfactory - 2 - Marginal -1- Unsat - N/A - Not on Scope Service 5 4 3 2 1 N/A 1 COMMENTS SAFETY SPACE CLEANING YES NO Remove Waste Caution Signs Low Dust Furniture-Partitions Workir« Safe Drinking Fountain Proper Equip Dust Mopping Uniform Damp Mopping Proper Chemicals Vacuuming MSDS stairwells iVtaterial Handlir« Elevators PPE Lunchrooms inspector comments: Police Perim RESTR(X)M CLEANING Remove Waste Floors Partitions Fixtures Employee comments: Mirrors Employee comments: Showers Employee comments: Wali Surface Employee comments: 2 Towel System Employee comments: RR Supplies Employee comments: RR Checklist Employee comments: *C0RRECTALL DISCREPANCIES BY CLOSE OF BUSINESS DAY / / / RETURN CHECKUST WHEN DONE* OVERALL RATING: S-Exceptional - 4 - Very Good - 3- Satisfactory - 2 - Marginal -1- Unsat RETRAIN: Y N CORRECTIVE ACTION: DISCI=L^E SRRETRAN JRFORAN NBWREIRAIM SOWTRAN VBRBAL NOT SCOPE BEYOND SCOPE NOT FCXJ.OW SChBD 1«W TOOLS fJFBJE OTHER Reinspect? Y. N wvw.NOVACommercial.us 619,336.1207 FAX: 619.336,1288 info@NOVACommercial,us CONFIDENTIAL Pase | 32 RFB# 12-13 Custodial Maintenance Proposal Handling Customer Complaints or Compliments from Customers NOVA Commercial's 1-s1ght program Is designed to create motivation and drive our personnel to a level of desire to assure they obtain customer satisfaction. As our personnel receive compliments they are recognized through certificates, bonus', gifts, and announced for recognition to their fellow team members. NOVA Commercial has developed am approach to resolving customer complaints that is aimed at further prevention. Please see our chart below on how we handle a customer concern. Concern Response Procedure 1 r You Contact Us Contact Team Member Complete Task FoUow Analysis Of Concern Retrain - Provide New Techniques, Equipment Any unsatisfactory rating or customer complaints shall be corrected by responding with Excellence. In determining what went wrong we do not focus on who, but rather what went wrong and why. We evaluate training, equipment, chemicals, time, spedfications, and quality. The whole system is analyzed; we understand quality does not Improve by just telling someone to work harder or more conscientiously. 1. The responsible employee shall be informed and provided with detailed information as to the "what, where, how, and why" the service needs Improvement. Their opinion is always asked for and evaluated in the process of correction. 2. The cause for the unsatisfactory service shall be determined 3. They vAli be trained on the best method to correct the unsatisfactory performance. 4. The service will be re-performed using this technique within 24 hours. Additional inspections shall be conducted until the management is confident the services will consistently be performed with Excellence the first time around. AU concerns are handled efficiently with the use of cellular phones to assure we are available for you when you need us. Our Corporate Office is open Monday thru Friday 8am to 5pm, with a live answering service after hours. Our live answering service has instructions to contact the Account Advisor in cases of emergency. Our Account Advisors are available 24 hours a day, seven days a week via their cellular phone. 1535 Tidelands Ave Suite C National City, CA 91950 wv/w.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 1nfo@N0VACommerdal.us CONFIDENTIAL I 33 RFB# 12-13 Custcxiial Maintenance Proposal F. Vendor's Statement of Ability to Provide Services VENDOR'S STATEMENT OF ABILITY TO PROVIDE SERVICES The Vendor is required to make a statement of how services will be provided. Include: Time period between award anij start of service, number of personnel to be used providing services, experience of personnel, numbers and type of equipment lo be used, how quickly urgent t>ut unplanned services can be provided, and any rther information you can crffer thaf will help determine your abBity to provide contracted services. The Vendor is required to submit data th^ indicates the use of a uniform and detailed method by which he or she proposes to define, scheduie, record, update and pxicess maintenance tasks, maintenance logs, personnel and sen/ice reports. This program shall be comfxjter generated. Fasten attachments to this page. The City of Cartsbad reserves the right to evaluate the competency and responsibility of atl proposing service companies and to evaluate the ability of any proposing company to perform all conditions of the contract to assure the award this contract to a finn able to produce the quasty of service required and intended by these specifications The Vendor shall provide a statement of staffe' qualifications and experience in accordance with the follov\flng requirements: The Vendor shall provide qualified deaning professionals to the City of Carlsbad. Vendor's staff must have a minimum offive (5) years of experience in professional custodial maintenance. On-call /emergency call outs must be responded to within a maximum of 2 hours. The Vendors employees will be required to pass a fingerprinting and a background check and ra/idom background chedcs. The City of Carlsbad vwll detemiine the frequency of background checks and will notify the Vendor in writng of the acceptability of the Vendor s emplcyees The Vendor agrees the City d Cartebad will be the sole judge of the suitability of the Vendor s employees to perform any work on City erf Carisbad ovmed or maintained property. (ATTACH VENDOR S STATEMENT OF ABILITY TO PROVIDE SERVICES HERE) See Attached 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619,336,1207 FAX: 619.336.1288 info@NOVACommerdal,us CONFIDENTIAL Page | 34 Custcxiial Maintenance Proposal NOVA'S Transition Plan & Approach NOVA v/ill begin the contract v/ith a Implementation Team follov/ing our implementation plan to insure the easiest transition you have ever made. This team consists of long term management employees of NOVA with the experience of over 40 years behind them to ensure all operations are smoothly running efficiently and effectively over a 30 day transition period which begins prior to the contract start up. A 30 day transition is the preferred timing, however NOVA has transitioned contracts in as little as a one day notice. Nova Comnnercial Is Committed To You NOVA Commercial proposes to provide all personnel, equipnrrent, supplies, chemicals, transportation, supervision, and other items necessary to perform the custodial services for you. We shall schedule, coordinate and execute the service and obligations as stated in the contract. Your fadlity shall be fully staffed every day. We Make It Easy For You - Smooth Transition Upon award from you, we assure you the easiest transition you have ever made. We begin by arriving prior to the start date with our phase-in engineers to review the facility, meet fadlity personnel, and ascertain the current conditions of the services. The phase-in engineers will inventory the custodial posts and review formulated schedules for refinement. Our implementation shall begin immediately upon award notification incorporating all the needs of the on-site management, personnel, scheduling, all equipment and supply requisition, administrative, preparation of an on-site office if needed, and preparation for a comprehensive and complete quality and safety training implementation. Please review our complete transitional flow chart. NOVA shall within 30 days of award request meetings with you and your staff to evaluate its goals and objectives and the current staffing and operational issues it v/ishes to alleviate. After determining this, NOVA shall analyze its plan and make any adjustments to insure these desires are obtainable. NOVA shall request a list of janitors v/ith contact from you to prepare interviews and appropriate placement and offers in accordance to the Janitor Displacement Act. NOVA shall also interview any current supervisors or managers currently performing to determine their fit for NOVA and our implementation. Additionally agencies and advertisements shall be placed to secure a full staffing level that will best fit the your needs with the ability to attain NOVA's goals v/ith proper training and implementation. Recruitment Efforts fit Timeline NOVA Commercial shall assure that the necessary staffing shall be available, fully trained and ready to perform on the start date. By utilizing a variety of the current staff on the contract, current team members of NOVA Commercial and advertising and recruiting new team members we are confident that the implementation and staffing shall be a smooth transition. NOVA Commerdal understands the importance of the hiring and selection of our team members for our customers. Each team member must be one who has specialized skills along vAth the drive to meet the individualized needs of our customers. Our selection process is one in v/hich we find the right candidate for each position working on the strengths of the individual for the specific positions needed. 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a g e | 35 RFB# 12-13 Custodial Maintenance Proposal We understand that our team is the key to our success, our selection process is one designed to seek out the best possible candidate for every position. In no way will any manager or any one with responsibility to hire team memt)er will exert any prejudice against any applicant because of an applicant's sex, color, race, religion, age, physical disability, or national origin. At all times we are looking at equalizing the employment opportunities and fully utilize the greater pool of human resources that exist regardless of sex, color, race, religion, age, physical disability, or national origin. Selection is based solely upon experience, skills, advancement potential, and character. As a part of the selection process of all team member s a Pre-Employment Screening is conducted to include: - Completion of Application and Background Paperwork - Thorough Interview References Checked - Compliance to our Drug Free Workforce Policy At a minimum all team members must comply v/ith the follov/ing requirements: Be at least 18 years old A minimum of 6 months experience for a Janitor A minimum of 2 years experience as a Supervisor Upon selection, the team member is welcomed to the company, orientated to policies and procedures and fully trained and indoctrinated to the contractual specifications. Implementation Plan The implementation team shall work closely with the Management and Supervision to insure NOVA process and prcxedures are implemented and the scope and contract regulations are met or exceeded. The implementation Team shall insure a full implementation is set prior to their departure. Once the full implementation Team has completed its process and the site is running smoothly and the transition is complete the Operations AAanager shall closely monitor the site and AAanagement. Our Phase-In Chart provides details on each aspects of implementing NOVA into the contract. Each delineating a time frame and plan of action to insure each step is completed prior to the start date. It covers AAanagement, Personnel, Scheduling, Equipment & Supplies, Administration, On-Site Office, Quality, Safety & Training, 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Pase | 36 H VA RFB# 12-13 Custodial Maintenance Proposal MAKE IT EASY FOR YOU - THE EASIEST TRANSITION YOU WILL EVER MAKE 30 to IS DAYS mton I TOSTMIT f I 2STOi2 DAYS MtfON TOSTAKT 20 TO 10 pAVSPiaOR I TO START ISTOr DAYSMUOn TO START •I0TO5 DAYS WUOB TOSTiWT |5 TO 2 DAYS MUOK TO START START DAY FIRST 30 DAYS ;THROUGH j -OUT ICONTRACT I PHASE IN ON-STTE .MANAGEMENT CONTIiACT SITE TRAIN !NG INTERVIEW i OUALIFY HIRE CONDUCT TRAINING ROUTE ASSIGNMENT i ACTIVATE I ON-SITE j OPERATIONS j I DAILY I INSPECTIONS BY CORP HDQ ASSURE CUSTOMER iSATiSFIUrnONj PERSONNEL DISPLACED tACT JANITOR i AGENCIES ADS PRESCREEN INTERVIEW TRAINING COURSES WALK FACILITY SPECIFIC TASKS ON-SITE TRAINING FINE TUNE SKILLS CONTINUOUS QUALITY SERVICE SCHSHILOMB mam' TOUR FACULrrr REFINE SCHEDULES APWtOVC SCHEDULCS INSKCnON SCH (SMILES ROUTES IMMJaVKT SCMBtUUO CONTRACT EQUIPMENT & ARRANGE CUSTODIAN POSTS CONSISTENT HIGH QUALITY scrr SET UP PHONE S FAX LINES, BEEPERS & WALKIE-TALKIES ORGANIZE OFFICE WPOPKR. MAINTAIN EFFICIENT OFFICE RCSKWSIVE ISntATKtMS EFFICIENT & CLEAN OFFICE QUALITY, SAFETY & TRAINING REVIEW QUALITY PREPARE TRAINING PACKETS VIDEO, POLICY, QUALITY & SAFETY TRAINING ROUTE TRAINING HANDS ON IRAINING FIHEQUENT INSPECTIONS & IMMEDIATE CORRECTION MONTHLY QUAUTYASAFETY MEETINGS 1535 Tidelands Ave Suite C National City, CA 91950 wv/w.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 1nfo@NOVACommerc1al.us CONFIDENTIAL I 37 N VA RFB# 12-13 Custodial Maintenance Proposal NOVA'S Qualifications NOVA Commercial Co., Inc-j. Northern Califomia P.O. Box 759 Hayward, CA 94543 Office: 510.728.7000 Fax: 510.728.7001 Dunn & Bradstreet: 0765€ Cage Code: 41297 TIN: 94-2518766 Southern California 1535 Tidelands Ave Suite. National City, CA 91950 Office: 619.336.1207 Fax: 619.336.1288 Dunn a Bradstreet: 238019: Cage Code: 3CPF1 V'/vm. novacommerciaL us Key Contacts: Sophia Simas Cell: 925.719.3360 Sophi a@novacommercMrf. Eleanor Anglin Cell: 619.666.9095 Eleanor@novacommercial -J Small Business - HUBZ( NAICS Codes 561720 - Housekeeping/ Janitorial 561740 - Carpet Cleaning-^ 561730 - Landscaping 238320 - Painting ; 561210 - Other BIdg AAainteric In 1966 NOVA began providing cost effective high quality services for Federal, Industrial and Commerdal installations ranging from 5,000 to 6,000,000 square feet of daily services. Our financially stable and closely held firm has been built by doing whatever it takes to get the job done efficiently and with quality. It's excellence you can count on. MISSION STATEMENT NOVA'S mission is to partner with our customers to develop premier deaning for health fadlity solutions to meet specific budgets, facility appearance, a safe environment, built on Integrity and trust by example of expert management resulting In total customer satisfaction which allows our customers to do what they do best as we partner for a greener tomorrow. CORE SERVICES Custodial/Janitorial Day Porter Steam Cleaning Carpet Extraction & Cleaning Hard Floor Resurfacing Pressure Washing Parking Lot Sweeping Construction Clean Up CORE EXPERIENCE U.S. Navy • County U.S. Marine Corps • City & Local U.S. Coast Guard • Universities U.S. Army • Valero U.S. Air Force • C&H America LLC General Services • Seneca Centers Federal Agencies • Medical Centers State Agencies • Airports PAST SUCCESS Nova Commerdal Co., Inc. has always viewed Itself as a partner v/ith our customers. Our 40 year history, Indudes power sweeping an airfield for Air Force One (of over 1 mUlion sq ft), an excellent record of performing the Indefinite Quantity work, short notices for VIP visits, moving, or putting the finishing touches in anticipation of First Lady's or CEO's. Our employees performed above and beyond efforts and awarded for their efforts as they ensured continued Zumwalt participation for our customers. We were awarded 100% award fee on a performance service contract for five quarters. We have never viewed ourselves as an abstract service provider, but rather as an Integral part of making a difference In the deaning environments In which we contracted to perform in v/ith a consistent record of accomplishment in our portfolio of Janitorial Services contracts. 1535 Tidelands Ave Suite C National City, CA 91950 wv/w.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@N0VACommerc1al.us CONFIDENTIAL I 38 RFB# 12-13 Custcxiial Maintenance Proposal History of Firm NOVA Commercial began in 1966, with now over 45 years of providing cost effective janitorial services for all types of governmental agencies and commercial facilities. Our history is vast covering every type of janitorial service need for our customers. We have performed every type of janitorial service for facilities ranging from: Courthouses, Hall of Justice's, Libraries, Medical Facilities', Naval Hospital Ships, Public Works, Parks fit Recreation, Exterior, Patios, Gymnasiums, Fitness Centers, Shower & Locker Rooms, Lunchrooms, Child Care Centers, Clean Rooms, Secret Cleared Facilities, Police Stations, Sherriff Stations, Jails, Probation, Holding Cells, Refinery's, Industrial, Warehouse, Conference, and of course Office Environments. NOVA Commercial is solely owned by the original owner closely held that ensures NOVA can move quickly to meet the needs of our customers. He has committed his life's work for over 40 years to the development and on-going movement of the company. The CEO, Sophia Simas has been v/ith NOVA Commercial for over 20 years and guides the company to continued growth and success with our continued focus on governmental agencies and serving those who serve us, be it in the military or civil services that unite the country. Our Northern Ca Operations AAanager has been with NOVA for over 35 years and has continued to successfully oversee and manage contracts and assure customer satisfaction is attained. Our Sothern Ca Operations Manager has v/orked with us for over 10 years, self motivated and passionate working with her teams and customers resulting in customer satisfaction and efficient management. NOVA Commercial Co., Inc. has always viewed itself as a partner with our customers. Our 40 year history, includes Industrial, Commercial, Retail, Pavement Sv/eeping operations, and over 20 years of performing Janitorial Services on United States Federal Military Installations, State, County, City and local agencies, as well as, commercial office, industrial, warehouse, and medical facilities. We have never viewed ourselves as an abstract service provider, but rather as an integral part of making a difference in the cleaning environments in which we contracted to perform in. We have strongly believed that every customer wants their contractors to succeed, and it is from this premise that Nova Commercial Co., Inc. has performed resulting in a consistent record of accomplishment in our portfolio of Janitorial Services contracts. Our History includes contracts with: • San Diego County Court House & Hall of Justice • San Diego County Medical Center Buildings • Alameda County • City of Union City • City of Fremont • City of Milpitas • City of Sunnyvale • Stanislaus University • San Jose State University • CHP's • DMV's • Naval Station San Diego And Various Government Activities In San Diego Ca. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerciai.us CONFIDENTIAL P a g e | 39 RFB# 12-13 Custcxiial Maintenance Proposal Pt Loma Submarine Base Coronado Amphibious Base /North Island Combined Bachelor Housing Contract Naval Exchange Stores San Diego Camp Pendleton Marine Base United States Coast Guard San Diego United States Coast Guard Concord Pearl Harbor Hawaii United States Mercy Hospital Ship Oakland Army Base over 1.5 square feet million daily Alameda Naval Aviation Depot over 2.5 million daily Treasure Island Sierra Army Depot Sharpe Army Depot Beale Air Force Base Moffet Field Presidio San Francisco Commissary General Services Agency contracts in California / Nevada / Arizona Valero Refinery Jl Case Allied Sysco Fremont Facility Seneca Centers This is a wide sampling of the experience NOVA can bring to you a vast history committed to servicing our customers and meet their needs and budgets. Regardless of the contact opportunity, our customers could and can always depend on Nova Commercial Co. Inc. to help out, whether it was for full contract years with option extension, or a temporary contract assignment. Most contractors would not consider taking on temporary assignments, as the "start up costs" and energy planning, managing, and administrating are the same for a full year contract with options as it is for a temporary assignment of 9 or 12 months. Through experience we have learned, and have strengthened and re-enforced our strong company's commitment of "looking to do better," understanding that "we can be better," and that "we can do better" always looking forward to a proactive approach. As the cleaning industry has changed over the last 40 years, we continue to change, and shape how we perform the services. Always looking towards new developments in the industry the latest in new chemical, equipment, service technologies, and the effects our services have in the cleaning indcx>r air environment. We partner and understand our individualized customer's needs and continue to adapt and change to meet them. We continually push ourselves to "think harder," "to work smarter" and to consider new ideas, approaches, and perspectives. A key to our ability to perform on a variety of different types of contract is the partnering and team we create with our "outside vendor sources." We make them a part of our cleaning team. Their inclusion of our team, is not limited to just supplying paper, equipment, and chemicals, but their participation in the training and "improvement process." This partnering with our outside vendors has created new opportunities and provided on-going growth and improvement as we perform on these large contracts. With a proactive approach, we can easily handle the contracts such as this one. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page | 40 RFB# 12-13 Custodial Maintenance Proposal MANAGEMENT TEAM Our management team brings you over 150 years of custodial service and management experience. Ms. Sophia Simas, CEO (510) 728-7000 / sophia@NOVAcommerdal.us AAs, Simas has twenty plus years of a successful history with NOVA Commerdal Company Inc. Having worked every facet of the business, AAs. Simas applies that insight to her vision of "service excellence" in all that she is responsible for to her internal customers, as well, she posses that rare ability to empower those around her to achieve that same vision to NOVA's external customers. AAs. Simas is hands on and continues to explore and stay abreast to industry trends, best practices and methodology to further enhance the services offered and executed by NOVA Commercial. AAs. Janice Slade, CFO (510) 728-7000 / 1slade@NOVAcommerdal, us AAs. Slade is one of the Founders of the NOVA Organization, her years of experience and expertise for the many aspects and functions of successfully growing and operating the day to day business are both an asset and a benefit for those doing business with or working for the Company. AAs. Slades' "whatever it takes" approach is evident in all aspects of her day to day functions. Mr. Larry Gillis, Operations Manager - Northern (510) 728-7000/ larrv@NOVAcommerdal. us Mr. Gillis began his career v/ith Nova Commercial over 35 years ago. He has a thorough knowledge of the custodial operations field, working his way up from janitor to Operations AAanager. He is an excellent negotiator, and is committed to purchasing and repairing equipment, vehicles, and supplies, always ensuring the best arrangement for our customers. Successful in overseeing team members, start ups, and assuring we meet and exceed our customers' needs the various industries serviced for the State, City, County, and our Commerdal customers. Ms. Eleanor Anglin, Operations Manager - Southern (510) 728-7000/ eleanor@NOVAcommercial,us Mrs. Anglin brings over 20 years of experience in the property management and custodial management field and committed to NOVA for over 10 years. She is driven to achieve a successful partnership with customers through a strong motivational program with her team members. She is highly skilled in planning, and scheduling for all the logistical, and staffing requirements to ensure contract compliance and timely responsive customer service. She has successfully managed team members to attain total customer satisfaction on accounts from 880,000 square feet to 2.5 million. 1535 Tidelands Ave Suite C National City, CA 91950 v/ww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a g e j 41 RFB# 12-13 Custcxiial Maintenance Proposal NOVA's Proposed Personnel Management Assignment Nova Commercial uses a circle of management, which is inclusive of a great deal of cross training throughout our contracts to meet your needs and expectations, vinth each one of our team being a key link for successful execution. In the event of any emergencies, we can easily re-assign AAanagers and Frontline Supervisors to the different sites. Our team is comprised of a variety of team members from various cleaning environments, bringing a whole system approach to achieve contractual specifications. Our circle of management begins with our Operations AAanager, who v/ill set the pace for execution of our work plan using experience, technique and motivation to direct our team to the result of exceptional service performance. Control of the operations rests on the Site Project Managers; this insures dynamic and rapid responses to your changing requirements. Through effective direction of the on-site team, the Project Managers assure timely and quality performance at all times. With an open line of communication between the Operations AAanager, you, the customer, and the on-site team the Project AAanager has the ability to foresee potential problems or emergencies allowing time to evaluate the situation and assume additional workload or rescheduling necessary to meet your needs. The Supervisors assure initial and on-going training of the team to continually improve quality and assure contractual compliance. We proactively focus by evaluating the level of excellence, as we conduct documented inspections correcting and improving performance prior to your detection. Our on-site team members are motivated through "All Seeing Eyes Award", Employee of the Month, Safety First Awards, and monthly Quality and Safety meetings designed to encourage their growth. Our circle of management works together as a team to achieve the whole. Each team member is essential to the successful execution of the contract. With complete training, follow up, inspections, and pride we work together as a team to achieve your goals and expectations. NOVA proposes the foUowing management if awarded the City of Carlsbad custodial contract: Corporate CEO - Sophia Simas (see resume follov/ing) Corporate Office - Gabriela Gonzales - AR, AP. Payroll Southern California Operations Manager - Eleanor Anglin (see resume following) As the Operations Manager Eleanor, will be the Implementation AAanager and will ensure that a smooth transition which follows our transition plan and ensures that on July 1st, NOVA and a full staff are ready to begin. All janitors shall be hired and initially trained, followed by on the site training, all equipment, tools and materials shall be in place and services ready to start. Eleanor is a long time employee of NOVA, working v/ith us for over 10 years and has successfully a sample of the contracts she has implemented are: San Diego Naval Base This contract was inclusive of 1.8 million square feet and 200 buildings serviced. Performing sendees to include facilities such as: child care, school age centers, youth centers, fitness centers, gymnasiums, offices, classrooms, conference rooms, shower/locker-rooms, industrial, BEQ quarters, Command Areas, administrative areas, industrial areas and training centers. This contract was awarded on 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page | 42 RFB# 12-13 Custcxiial Maintenance Proposal September 28, 2009 and with services starting on October 1, 2009 with a two day lead time NOVA was able to implement the contract smoothly. Purchasing and providing equipment for all facilities and janitors over night for all 200 fadlities being serviced. Completing all employment documentation and insuring staff to perform all services by October 1, 2009. Schedules and all submittals including Quality Control, Key Control and Safety were provided timely in accordance to the contract requirements. Our previous experience on this contracted aided our ability to transition so quickly. This contract was originally implemented by NOVA in 2001, in which Eleanor was a new hire as our Supervisor during the implementation of the contract which initially started with 300 buildings and 2.5 million square feet, Eleanor is a part of our history and an example of the type of personnel we hire and our ability to consistently retain many of our managers. Another contract she implemented was: San Dlego County Court House NOVA was awarded this contract and began services in September 2008, for approximately 880,000 square feet for two facilities. Services include day porters, offices, administration, judge's chambers, courtrooms, jury rooms, lawyers room, children's area, conference rooms, restrooms, showers, locker rooms, fitness, hallways, industrial areas, maintenance shops, chiller rooms, boiler rcx)ms, holding cells, parking lots, loading docks, patios, exterior surroundings, and vnndows. This contract started out with 6 day porters and all custodial work being performed at night. The implementation process was one in which many of the janitors were new hires. The County required 6 weeks at a minimum to process background checks and we successfully hired personnel and were ready to perform all required services by the implementation date of September 1st. Another challenge on this contract was when the County converted from performing the custodial work at night to performing all work during the day. This resulted in an overturn of personnel of 50% in which we successfully found the new hires, obtained backgrounds and converted over effectively and smoothly on the transition day. Eleanor v/ill begin working on the implementation prcxess from the date of award; followed up by being on site for the first 30 to 60 days following July 1st to insure a smooth implementation. To insure a smooth implementation she v/ill have an implementation team. Proposed Supervisor - Donald Oliver For the proposed Project AAanager, NOVA has spoken v/ith a former employee who worked for us at the San Diego Naval Station and he is very interested in coming back to work for us at the Riverside Court facilities. As such, NOVA proposes Donald Oliver as the Project AAanager. Donald is a former employee who started as a janitor v/ith us and became a Supervisor proving his success. He worked with NOVA from November 2009 until December 31, 2011 v^en a contract ended. Donald has been in the custodial maintenance field since 2004. Donald Oliver was the Project AAanager for us at the San Diego Naval Base, with 1.4 million square feet and over 200 buildings from October 2009 through June 2011. Donald was a key part of the short two day transition team when we started this contract for a second time. Donald is an excellent trainer and very good with working with the custodians. He gives them the tools and the training and the motivation to succeed. Custodians fit Periodic To perform all services for all buildings included in this RFP, NOVA proposes 14 custodians and a periodic worker to perform contract service requirements. For complete detail please see Exhibit B. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336,1288 info@NOVACommerdal.us CONFIDENTIAL Page j 43 RFB# 12-13 Custcxiial Maintenance Proposal NOVA'S Personnel Experience MANAGEMENT RESUMES' Sophia Simas Summ^of qualifications I am a self-starter committed to achieving my goals. I have been administrating contracts and creating proposal for the Govemment and commercial sector for over 20 years. I continually strive to create a partnership between the Operations team. Corporate team and each of our customers. Professional experience Nova Commercial Co., Inc 1987 to Present Chief Exeojtiw OffTCffl- Provide proposal and negotiate modifications for govemment and commercial contracts. Administrate government and commercial contracts currently valued at approximately 4.2 million dollars. Log and track changes in contracts maintaining accurate records of square footages and services provided. Create Technical and price proposals for new potential contracts, closing over 3 million in new sales over the last 5 years. Create reporting to analyze and review budgets for contracts. Perform month end closing procedures for the corporate accounting. Oversee payroll, accounts receivables, and accounts payables. Ensure proper administration of health and welfare program. AAanage cash flow of the Corporation. Hire, train, and direct office staff. Stay abreast of Federal, State, and local laws and regulations ensure Human Resource issues are resolved. Create and update Company Polides & Procedures and Safety Program. Oversee dcxumentation of Workers Compensation Injuries, OSHA logs and reporting. Analyze trends throughout the company Develop and create Quality Control Program. Negotiate and administrate all required insurances for auto, liability, workers compensation and any bonding. Professional mennberships Building Services Contractors Assodation International (BSCAI), BOAAA, ISSA, Small Business Assodation, Hub Zone, Green Building Coundi, Cleaning & AAaintenance AAanagement 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336,1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page I 44 RFB# 12-13 Custcxiial Maintenance Proposal Eleanor Anglin Professional experience Summary of qualifications I pride myself in my ability to respond quickly and effectively to all customer concerns and requests. I strive to succeed in dealing v/ith any issues that may arise and am able to solve problems with my strong people skills and innovative ideas. My passion for the industry allows me to motivate others to exceed contract expectations. Nova Commercial Co., Inc. 2001 to Present Southem Operations Manager Successfully manage a variety of governmental account in San Diego in excess of three million dollars per year. Effectively oversee Supervisors and floor crews to assure contractual compliance and customer satisfaction through quality services at or above expected levels. Efficiently schedule and direct the periodic crews to perform all required periodic services in a timely manner which meets the customer's needs. Conduct Excellence Control Inspections to assure quality is achieved consistently at levels of excellence for ultimate customer satisfaction. Meet with customers to assure an open line of communication, review quality expectations, to accommodate service changes and to meet their needs. Interview, hire and conduct training sessions for new team members that are trained v/ith a desire to succeed, to assure customer satisfaction in effective and safe operations. Interim Project Glen Alpine Building Services October 2005 Implementation MCRD Housekeeping Conducted initial inventory accounting and auditing, ordered supplies and amenities Interviewed and hired Supervisors, housekeepers, housemen Trained Supervisor to meet the individualized needs of the MCRD facility Performed Quality Inspections, provided guidance on improvement and proactive solutions Assured a smcx)th transition from in house to outsourcing for over 450 rooms Big Bear Supermarkets San Diego 1987-2007 Property Manager/AAaintenance Director AAanage leases for 35 shopping centers, prepared leases and extensions. Billed tenants for their quarterly prorated share of center costs. Oversaw vendors to assure contractual compliance for services including: power sweeping, landscaping, janitorial and security. Paid all monthly billing for services, AAaintenance Director Coordinate projects for all centers and apartment complex. Purchase all necessary supplies and equipment for each project. AAanaged project costs and budgets, while meeting time constraints. Oversaw all janitorial services for each location AAanaged a crew of 10 maintenance workers to perform daily services for each center. Provide cost analysis and budgets for all projects. AAanaged all scheduling and payroll for maintenance department 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Paoe I 45 RFB# 12-13 Custcxiial Maintenance Proposal Donald Oliver Summary of qualifications I am passionate about insuring customer satisfaction. To attain this I am dedicated to training personnel to perform their duties right the first time. I pride myself in effectively training each person and providing them with the skills and tools to attain success. Professional experience Nova Commercial Co., Inc. 2009 to 2012 Supervisor Supervised and managed 32nd Street Naval Base custodial contract with 1.4 million square feet and over 200 buildings Managed 50 custodians and periodic utility engineers Conducted quality control inspections and reported Followed up on quality control results Tracked pericxlic services performed and assured all services were performed in accordance to the contract specifications Responded to customers and insured concerns were responded to Meet regularly v/ith customer contacts to insure satisfaction and needs were consistently met. Determined new methodologies and procedures to prevent issues or reoccurrence. Developed strong customer relations and satisfaction of performance. Insured accurate scheduling to attain timely performance of all contract specifications. AAade adjustments to schedules to better suit customers needs. Interview, hire and conduct training sessions for new team members that are trained with a desire to succeed, to assure customer satisfaction in effective and safe operations Conduct warnings and provide guidance to team members Enforce company policy, base regulations and federal and state laws Maintained supply inventory and placed orders to assure sufficient inventory on hand AAaintained equipment and inventory AAaintained vehicle logs and maintenance Conduct safety and training meetings and document Education QUALCOAAM 2004 to 2009 Building Services Janitorial and maintenance cleaning facility at various locations Training of new employees 0S1 Certification Alameda Computer Center - Oakland, CA - 2002 Completed various data entry. Word and Business AAath courses Chabot College, Hayward, CA 1983-1985 Business Administration and some Child Counseling courses 1535 Tidelands Ave Suite C National City, CA 91950 v/ww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a g e j 46 RFB# 12-13 Custcxiial Maintenance Proposal NOVA'S EMPLOYMENT POLICIES A culture of excellence starts with the team members. We empower our team members to be the connection between getting service done and excellence service and create a culture of vested interest in achieving our service models. NOVA's training processes provides our team members v/ith the skills and vision of being the "managers" of their assigned fadlities environment. To further encourage a vested interest we have created "ALL SEEING EYES AWARD" honoring team members for achieving exceptional service performance. This motivates and raises morale amongst all our team members, and stimulating our culture of excellence. Quarterly NOVA awards a special ALL SEEING EYES certificate of outstanding service and gift while honoring those team members having achieved inspection reports of an "exceptional overall" rating for the Quarter at our Achieving Excellence Events. i-sight Team Commitment to Quality - We begin with excellence by selecting first rate, reliable and motivated people through careful screening and qualifications including experience and desire to exceed. - We ensure proper training and guidance to perform consistent high quality services the first time. Training includes: Company polides, procedures and expectations. Safety, Cleaning for Health, Proper cleaning methcxls and equipment use. Importance of consistent cleaning the first time around, and On-Site routes, concerns and special issues. - Our team receives a thorough and complete understanding of contractual requirements to meet your needs / - Everyone is encouraged to participate in i-sight by working as a team to achieve exceptional service performance. All are empowered and encouraged to express ideas to improve methodology and performance. i-sight Team Qualifications Our team members shall meet the following qualifications to be a part of the Team. Ops Mgr will have a minimum of 5 tolO years of custodial supervisory experience. The Account Advisor will have the characteristics that demonstrate a desire to your needs. The Account Advisor will have the ability to communicate clearly with you, with a desire to partner with you. They v/ill have the ability to transform your needs into a customized plan that Is at the best value for you. Supervisor will have a minimum of 3 to 5 years of custodial supervisory experience. The Supervisor will have the characteristics to lead by example. The Supervisor will manage and control the on-site team through proactive efforts, foreseeing concerns, preparing for emergency situations, antidpating workload and additional staffing to assure excellence for your facilities. Periodic Team v/ill have a minimum of one year experience in stripping/waxing, buffing, shampooing, window washing, and overall maintenance of a facility. The Periodic Team member shall demonstrate the ability to be a leader of his fellow team members, also leading by example while always keeping an eye out to see areas that need attention. Janitor v/ill have a minimum of one year of experience as a custodian/janitor. The Janitor shall have the characteristics of taking pride in their workmanship v/ith a desire to meet the customer's needs and satisfaction. 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Pase | 47 RVm 12-13 Custodial Maintenance Proposal Background Check Procedures ALL Employees are checked with E-Verify prior to commendng work U.S. CiUzenship and Immigration Services NOVA also conducts background checks on personnel CBA ASSOCIATES Personnel have bad^rounds conducted for Employment Screening v4^ich verifies the applicant's addresses, finandal health and stability, and public record information. It also provides fraud wamings not available under a traditional employment interview process. We also conduct a Criminal Search. Our backgrounds include a seven year history. Confidentiality guidelines Employee Privacy It Is our policy to protect the privacy and rights of our employees and customers. We shall always only use personal information that is pertinent to conduct the business at hand. All personal information shall always be considered confidential. Ethics and Conduct NOVA'S reputation rests on our employees, trust is the key to maintain customer relationship and it requires ethical conduct from each and every employee of NOVA. As an employee of NOVA it is your duty to act in a reputable character for continued trust and confidence. Every employee is expected to act in good judgment with high ethical standards. If at any time you are uncertain of appropriate action then contact your Supervisor or Human Resources at the Corporate Office. If any immoral conduct is v/itnessed this should be immediately report:ed to your Supervisor or Human Resources at the Corporate Office, Facility Confidentiality As an employee of NOVA it is your responsibility to safeguard any information you may be in contact with in any way while performing duties. Any information in regards to the facility you are servicing is considered highly confidential and your duty to not disclose to anyone at anytime. It is also your responsibility to safeguard the building by never allowing anyone into the facility. A locked door should never be held open for another individual besides yourself during your cleaning routine. Any keys issued are o be safeguarded and maintained as instructed by your Supervisor. Loss of a facility key is critical and should not occur at anytime, if it happens it must be reported immediately. Work Place Confidentiality All team members are cautioned that upon leaving or working with the company they are not to reveal, use, or disclose any trade secrets learned while being employed with the company. Nor is any team member is to utilize the trade secrets or impart knowledge acquired to enter into the employ or service to aid in the business of a rival company to engage in similar business with customers of the company. 1535 Tidelands Ave Suite C National City, CA 91950 v/ww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page j 48 RFB# 12-13 Custodial Maintenance Proposal Custodian appearance - NOVA uniform button, T's or polo shirts. - Well fitting tops, slacks, capri style or long shorts of a solid color of black, tan or khaki • Well fitting means, loose for comfort and appearance that must be worn to fit appropriately and v/ithout showing undergarments. Belts of cloth or leather/type. - Comfortable slip-resistant shoes, feet fully covered - No facial piercings with jewelry or wearing of excessive jewelry. - No baseball caps or hats that are not issued by NOVA - No display of offensive tatt(X)s. - Cell phones are not to be visible or in use during working hours other than work related or emergency calls of a duration no longer than 3 minutes. This is a safety related rule as well as appropriate appearance. - For good personal hygiene always wash your hands before smoking and eating Custodial closet and equipment guidelines The janitor closet is an impression you and your overall performance. When someone sees a filthy closet it indicates that your job is not being completed in the manner it should be. Janitorial Closets and Equipment should follow these guidelines: - AASDS book with ALL chemicals stored in the closet - For individual janitor closets chemicals should contain only one bottle of each chemical and supplies necessary to service the area - Larger storage areas should contain more with all chemicals and supplies stored orderly to insure proper inventory - Equipment should be stored cleaned and neat Janitor Responsibilities Upon completion of each shift the janitor closet should: - Straighten the closet to ensure organization - Clean and store equipment neatly - Review inventory of supplies and chemicals Employee Resolutions Employee Re-Assignment Policy NOVA Commercial recognizes that at times a need for a change in personnel is present. When an employee is not performing they shall be counseled and coached, retrained anci informed of the spedfics in which they need to improve to prevent future issues or occurrence. They shall also receive a closer level of contact with the Supervisor, additional inspections and performance reviews to assure appropriate action is taken. If an employee does not demonstrate the ability or desire to improve they shall be discharged and replaced. If the Scope of Work has changed NOVA shall conduct a team realignment and re-assignment of personnel to ensure the new scope services are performed in the most efficient manner to attain the desired result. If an employee needs to be reassigned, NOVA Commerdal shall utilize our backup personnel to insure the contract requirements are met while training and obtaining qualified personnel for the assignment. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336,1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page | 49 Custodial Maintenance Proposal Equipment 8t Quantities AU equipment and chemicals provided shall be the appropriate chemical and tool to get the job done in accordance to the contract. All equipment shall be properly maintained and in good working conditions. Equipment shall be inspected and issues reported for quick resolution by the managers of the site. Equipment shall be kept clean and neat in appearance and properly stored at all times. A complete safety training shall be conducted prior to using any equipment with all employees expected to perform services in a safe manner at all times. Safety is priority one when utilizing any equipment or chemical during work performance. For the equipment and materials quantities please see Exhibit D 8b E. Equipment assigned shall meet these standards. The use of environmental friendly green products is of utmost importance to Nova Commercial. We only utilize cleaning methods, equipment and products that protect the health of our employees, customers, building cxcupants, and visitors while creating a safe environment. Chemicals are biodegradable, non-toxic, environmentally safe, and user-friendly. We utilize no phenolics, petroleum solvents, and adds which do not release harmful aerosols mists to be inhaled. Dilution Control System Simplidty, products are numbered, standardizing usage, prevents misuse. Color Coded eliminates language barriers, simplified easy training, and easy identification. Portion Controlled, prevents overuse, eliminates improper chemical mixing. Safety, reduces the risks of employees coming in direct contact with chemicals, chemical kegs are sealed. Efficiency, dispenses correctly, no measuring cups, eliminates glug - glug mixing, no measuring cups, and no complicated calculations for employees. Right To Know, Material Safety Data, information is silk screened on spray bottles, kegs for immediate ingredient information, and 24 hr technical assistant information. Chemicals All purpose cleaner Germicidal Disinfectant Window Cleaner Neutral Fioor Cleaner Furniture Polish AAetal Cleaner Graffiti Cleaner Carpet Spotting Shampoo Gum Remover AAarble Polisher 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a $; e | 50 RFB# 12-13 Custodial Maintenance Proposal Pro-Team 106580 Super CoachVac® NEPA Back Pack Canister Vacuum w/ 1 1/2" Telescoping Wand Attachment Kit Vastly exceeds all industry regulation testing standards set by the Carpet & Rug Institute and the requirements of the U.S. Green Building Coundl's LEED rating system on performance and filtration Backpack Vacuums, allow a variety of operating motions- the push- ^ ^ pull motion used with traditional upright vacuums, and side-to-side movement that helps reduce fatigue. High, multi filtration, and Hepha filtration suction systems absorb higher microns of dust out of environments. Upright Vacuum, The PF70 models feature increased pick-up ability v/ith the Vibra-Flite il agitator. Built to be durable in any commercial environment, the PF70 features rubber shock absorbers for smcx)th continuous cleaning. With a 6 level height adjustment, the PF70 can clean a wide variety of floors. Hip Back/Tail Back Vacuums, allow for less vacuum equipment to be used for less vacuuming assignments, lighter in weight, for furniture, widow sills etc. Wide Angle Vacuums, 16,18 20, 28, inch width vacuums, adjustable handles, for wide unobstructed areas, reduces the number of repetitive vacuum passes, some with onboard attachments. Barrels Mop Buckets and mops. Brooms and Dust mops. Dust pans Putty Knives and scrapers Squeegee Colored Coded Microfiber Hand Cloths to designated for specific cleaning jobs reducing cross contamination Mop Heads Dust Atop Head Microfiber Mopping System The laundering of these items v/ill follow green standards as well. Wet/Dry Vac Water recovery and debris pick up for all job site needs. 1535 Tidelands Ave Suite C National City, CA 91950 "ommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us ^...TIZTZvL PB oe I 51 N VA RFB# 12-13 Custcxiial Maintenance Proposal Vapor Guns have proven to be our "all else fails" machine. Superheated vapor penetrates deep into carpet pads to break up those reoccurring carpet spots that we now can extract. The vapor also penetrates old wax, sealer from floors without the use of adding more chemicals. As a cleaning tool it removes mildew, rust from pipes, showers etc without added physical aggression to surfaces. Auto Scrubbers, an array of scrubbers shall be used to accomplish scrub recoats and strip and wax jobs, depending on area size. They shall vary in widths, and solution holding and dispensing tanks. AQUAPLUS™ COAAMERCIAL CARPET EXTRACTOR CRI-CERTIRED EXTRACTION FOR A DEEPER CLEAN AquaPLUS™ and AquaPLUS™ AXP™ battery-powered carpet extractors feature Advance's patented LIFT™ low-moisture technology for a clean that receives the Carpet and Rug Institute (CRI) Seal of Approval for soil removal and dry times. The CIAAAX Cyclone Carpet machine is the premier Encapsulation machine, but also well suited for cleaning virtually every type of floor surface. A unique feature of Cimex rotary cleaning machines is the patented three- head mechanism, incorporating a counter rotating planetary system, which not only ensures a more thorough cleaning action, but also allows greater operational control with a torqueless action. This three-head system makes the operator's task much easier as it eliminates the tendency to "slide" which can be encountered with a single head machine. Floor Machine The Ml71-3 and M201-3, these machines deliver the aggressive cleaning power for scrubbing, cleaning, stripping and buffing-any hard floor maintenance job. Powr-Flite swing machines are known for their smooth operation. Built for durability, Powr-Flite floor machines feature a patented rotationally molded housing that absorbs the shock and torque normally assodated with running a floor machine. T the floor. Burnisher, From 6,13,15,20,27 inch burnishers are all part of our floor care program, propane, battery powered, walk behinds, some with vacuums eliminating a second dusting or dust mopping of floors after task assignments. The Rpm's range from 1500 to 1500 on High Speeds, and 175, 300 Low Speeds, Floor fan for quick drying of carpets and flcx>r finish after applied to Truck Mounted Steam Cleaner Prcxhem performer 405 is the most advanced truck mounted unit available. Powered by the 32HP A12 1.2 liter liquid-cooled engine, it is capable of hook-ups over 600' and temperatures over 235 degrees. 1535 Tidelands Ave Suite C National City, CA 91950 wvw.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL ' P a a e I 52 RFB# 12-13 Custcxiial Maintenance Proposal Heat Censored Carpet Extractor, keeping hot water level at a 200 degree temperature this machines ensures consistency in the water temperature to remove bacteria spores and mildew that are left from traditional units. It removes the deepest penetrating petroleum, and other oil based stains. Pressure Washer truck mounted pressure washing system with 4,000 psi, hot water capabilities, works with outside water hose attachment or a self contained water tank when outside water is not available. It works great for exterior wall washing, sidewalks, parking lots, outside restrooms, etc. Tucker Pole nylon brush, gooseneck, lightweight aluminum handles, single or dual hose, v/ith of without detergent dispenser, which connects to a standard garden hose and can operate from an outside tap. Requires no ladder, saves 75% of washing time. Carts and Barrels heavy duty and designed to improve efficiency 32 and 44 gallon barrels v\rith non-marking wheels aid in trash removal. AAaid cart is ctesigned to carry all equipment necessary for restroom cleaning and paper supplies. Extention dusters extended handles to reach ceiling heights, antimicrobial agent on dusting head. Safety Signs bright yellow and can be read from 30 feet away. Signs fold for easy storage or transportation. Bio Hazard Kit containing the spill, removing and disposing of spilled body fluids and quickly cleaning and disinfecting the spill site. Each spill kit contains one Hospital Cleaner Disinfectant (8 oz) ,disposable, non-latex gloves, absorbent powder, paperboard spatulas (2), paper towel, biohazard bag and twist tie, antiseptic hand wipe and easy-to-follow, step-by- step instructions. PPE To include gloves, safety glasses, closed toed shoes, respirators (where needed) Vehicle (when needed) Pick up truck with a shell or a van shall be maintained and at the site to transport equipment, chemicals and labor force. Golf Cart (when needed) Golf cart shall be maintained and at the site to transport equipment, chemicals and trash. 1535 Tidelands Ave Suite C National City, CA 91950 wvm.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P R P e | 53 H , VA i ^^'W^ RFB# 12-13 Custodial Maintenance Proposal Response to Emergencies fit Unplanned Services Our San Diego office phone is manned 24 hours a day. To insure immediate response to any emergency calls. After hours the phone is manned via an answering service with instructions to contact the So Ca Operations Manager for any emergency calls. Our Managers and Supervisors are equipped with cellular phones to insure 24 hour a day seven day a week contact to respond to any emergencies or unplanned services. We have staffing available to respond to these emergencies. With one call from you our managers shall respond with staffing to respond to your emergencies within 2 hours. 1535 Tidelands Ave Suite C National City, CA 91950 wvm.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page | 54 RFB# 12-13 Custodial Maintenance Proposal Operations Methodology & Reporting Approach to Scope of Work NOVA COAAMERCIAL'S DEDICATION AND PROVEN RESULTS Our background of over 40 years, demonstrates our ability to effectively meet the Scope of Work and the customer expectations and we are ready and willing to perform all services as set forth in the RFP. EXPERIENCE Proven Success for over 40 years Privately held Corporation Compliant to all Federal, State, Local and OSHA regulations On-Site Offices which display Awards, Pictures, and Knowledge UtiUze E-Verify and perform Background checks and Drug Free Testing on Team Members RESULT A premier service provider capable of spanning the west coast including Hawaii Direct line of communication, without the red tape for immediate action Motivated and Excellence based Team Members You won't meet another contractor more dedicated and committed to achieving exceptional service levels which will Impress you, Stanislaus County employees, its buildings, building occupants, contractors, customers, and visitors. NOVA Commercial's expertise and comprehension of peri'orming in large square footage areas with heavy public traffic resulting In a pristine facility is proven. Our training for growth program assures we continually stay up to date with technology and environmental changes to assure a safe and healthy environment for all. Standards, product applications, and cleaning practices are constantly evolving. Nova Commercial, on behalf of our customers, will keep abreast of developments and strive for continuous Improvement in performance and environmental achievement. Our Management thru custodians works together and will become a team and a partner with you continuaUy striving to meet and exceed expected results. Our processes and expertise assure the continuous and full cleaning needs are efficiently schedules and peri'ormed 24 hours a day, seven days a week, 365 days a year. We have delved into this solicitation and have a comprehensive understanding of the contractual requirements and Scope of Work; the Information provided at the site tour and conference and has created an overaU implementation plan to Incorporate all aspects. We are confident that an Improved level of quality and customer satisfaction will be obtained with our customized plan. Our program has been uniquely designed to best meet your specific requirements while maintaining a cost effective service which preserves your facility assets. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 1nfo@NOVACommerdal.us CONFIDENTIAL P a g c j 55 RFB# 12-13 Custodial Maintenance Proposal We scrutinized the contract, the terrain, the spedfications, population, and specifics of the solicitation. After gathering all the data and analyzing it we created our strategy. Including: Conducting a Needs Analysis A thorough Needs Analysis takes into consideration all of the desired quality cleaning levels, the cleaning frequencies, and aU of the other logistical, facility and building characteristics. • Proximity of buildings What is the distance between them? Are buildings close in walking distance? Is part of the contract on a remote island? Will driving be necessary? This will determine vehicle needs, productivity factors and service methodology approach. The proximity of buildings will have the most impact on strateglzing the daily workload. • Building Inventories What is in the buildings? What percentage is carpet? What is the percentage of tile, concrete, VCT, computer raised, marble, granite, Unoleum? Are the areas open are filled v/ith cubicles? Are there large wide hallways, lobbies, etc? This aids in determining labor productivity requirements, equipment, and costs, • Building Tyjses The consideration of the building types is a major factor. What is going on in the buildings? Each type of building requires a different level of productivity and spedfics to conclude the most effective service methodology: Class A: VIP office settings demand a greater attention to detail. AAachine Shops require grease and grime to be factored in cleaning times. Daycares are labor intensive, due to the need to thoroughly sanitizing all surfaces dally. Recreation and Park Settings necessitate restroom-cleaning time that requires pressure- washing efforts. Libraries have bookshelves that can be time consuming. Warehouses often allow for the use of wide type equipment for the daily floor care effort, and often less wastebaskets. Building Population is it dense, congested, or moderate in population. The analyzing of this information is factored in the more information we have the more we are able to find the most effective service methodology for each building, • Scope Of Work The scope of work is reviewed in its entirety a customized productivity sheet is created, Stanislaus County has provided an overall scope of work based upon three levels of service with specific frequencies and services to be performed for each level. These levels were inputted into a customized sheet delineating each service and frequency. Productivity rates based upon the expectations were applied to each service item and the labor hours were calculated using the square footage of each building and its relation to carpet and hard floor surface to accurately cletermlne the hours necessary to perform all service requirements. Additionally each building also was individualized based upon the Individual scope of work provided in the RFP which was adjusted for each building. Labor Expertise / Equipment With the above mention information, we are now poised and ready to begin the final step of the Needs Analysis process. This will lead us to each viable cleaning approach for the varying levels of service requirements. The final step is assessing the overall square footages, and their direct relationship to daily frequencies as it is as equally important in determining the approach. Conclusion of Needs Analysis This Needs Analysis creates the opportunity to meticulously go through the Statement Of Work and Individualized buildings needs. With a thorough analysis, we now have a sense and a thorough understanding of the overall workload. The proximity of the buildings lets us know that there is some driving to be done as some of the buildings. With such varying work load differences, building proximities, building inventories, building types, and their spedal needs, there is no one approach that can be used to accomplish the work in this solicitation. Rather a Collaborative Cleaning Services Methodology: inclusive of various cleaning service methods, and cleaning equipment technologies that when integrated, managed and supervised efficiently, will produce and ensure all scope of work needs are met. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page j 56 RFB# 12-13 Custodial Maintenance Proposal We use the information from the needs analysis and apply the Collaborative Cleaning Approach A Collaborative Cleaning Approach is one in which varying methods are employed throughout the locations based upon the conclusion of the Needs Analysis. Each method brings v/ith it a unique deaning enhancement, each has its own set of benchmarks, and defined objective and appUed correctly to the right need will result in an exceptional service performance level. Each method proposed in this Approach v/ill bring with it a unique cleaning method that will assist in streamUning the cleaning process and give standardization in meeting the contract requirements and special Individual requirements of the contract buildings. Let us review the methods. • Team Cleaning Theory (Employee Strengths) Team Cleaning is by far the best method to implement into a cleaning program when the buildings to be cleaned have significantly large numbers of daily cleaning square footage. V^en implemented properly it is a straightforward cleaning solution that provides precise scheduling, concise methods, and has consistent quaUty level attainment. It is based on the theory of "employee strengths". Each employee is aligned a position. - Light Duty Specialist Starts 30 minutes before the Vacuum specialist. First eye of inspection, sets the tone, time and the standard for the team as he /she v/ill open doors, turn Ughts on, pick up paper clips, usually will have the keys for locked offices areas dusting horizontal and vertical surfaces, trash removal, and recycle. - Restroom Spedalist Since restroom cleaning is based on . a fixture count and is more labor intensive, the restroom speciaUst moves independently of the team but in the same straightforward direction. Sanitizing Restrooms, Drinking fountains in hallways. Lunchrooms, and break room areas. - Vacuum SpeciaUst A vacuum speciaUst equipped with a backpack unit for multiple surface cleaning, as well as it is ergonomically, and is equipped with Hepha filtration system. He / she follows 30 minutes behind the Light Duty SpeciaUst in the same pattern, spot-checks the work of the previous worker, if something is missed it is corrected prior to customer complaint (It has an Internal quaUty control system), turns out Ughts and secures the area. - UtiHty SpeciaUst (Captain) Entrances, Lobby, trash removal from building, Floor care assignments, Last eye of inspection and is usually the Captain of the team. The UtiUty SpedaUst generally will get any special needs or all the complaints for his / her team, from Front Line Supervisor. He / she assess and critique the overall team's performance daily. He / she and let the team know where improvement is needed. Because the Utility SpeciaUst Is versatile in all faucets of the industry, as well as Roor care and carpet care, they are generally promoted upward to Supervision status. Benefits Of This Approach It Is so easy to replace a team member; you are simply replacing a task. Because the list of duties each speciaUst must handle is brief, and cross-training is easy, compensating for absent workers is, in fact, far simpler v/ith team cleaning than with other methods, ensuring fully staffed Teams daily for all Site operations daily. Cross training is an integral part of the team cleaning system, already trained workers can fill voids immediately, depending on what their team assignment is. Benefits include: standardization, accountability, greater efficiency, improved quaUty, energy savings, and reduced labor and equipment costs. All will benefit due to the consistently better worker morale for achieving the standards. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerciaLus CONRDENTIAL Page | 57 RFB# 12-13 Custodial Maintenance Proposal - Zone Station Cleaning (The Theory) With Zone Cleaning, you assign workers a certain zone or area and their responsible for - performing all of the cleaning functions In an entire area. The tasks can Include Restroom, Vacuuming, Dusting, Mopping, Trash Removal, Recycle, Perimeter PoUdng and more. In this scenario, the team member sets the quaUty standards, - Zone Cleaners Are • Day Porters t ^ < • Buildings in Outer lying Areas and small buildings often are best serviced with a zone cleaner Benefits We shall cross train and ensure proper training of all Zone Cleaners to perform the basic Day Porter Tasks such carpet spotting and the use of Wet Dry Vacuums. This shall be a prerequisite as we have found based on experience that when you have distant Zones and that "hiring for Need" versus "a body" is always the best policy. It Is the best policy to ensure that each Zone Is self sufficient in their equipment needs, and can operate them properly to ensure timeliness for those minor mishaps. We determined the appropriate staffing levels to achieve the desired results by connecting the needs to the method. STAFFING ELEMENT RESULT Connect the Need to the Method Routes Determined Staffing Supervision • Productivity appUed based on its specific needs • Labor Hours are determined including any travel time based on individual scope of work requirements and service level • CoUaborative cleaning approach determined • Equipment needs determined • Consumables based upon information provided calculated As you connect the right need with the right approach, you create an effective^ and productive work environment that develops a high moral for the team members and results in exceptional service performance. • Buildings are mapped to determine distance • Routes are created based upon location and labor hours necessary ^ • Each trained and equipped to take action • SpeciaUzed routes designed for flexibiUty to meet the changing needs From the routes NOVA determines staffing and staffing assignment. NOVA always combines fulltime and part time staffing assignments. Part time staffing gives the Frontline Supervisors the flexibiUty needed to meet the specific needs of this contract. This gives the FrontUne Supervisors the ability to move employees around to complete the daily work assignment. It provides team members that are already familiar with the site the opportunity for additional hours. They can easily absorb more because they have those team members who are always looking for more time and more hours. • The areas is divided into separate assignments for primary contact with faciUty managers and employees 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 1nfo@NOVACommerdal,us CONFIDENTIAL H , - . | 58 RFB# 12-13 Custodial Maintenance Proposal We develop a Motivated Team. • We begin with, comprehensive training, appropriate tools, and expert management resulting in obtainable objectives and positions, motivated through programs and management culture for Team members who work with PRIDE • Treat with respect and dignity with the potential to grow from within while promoting employee ownership of performance • We recognize Birthdays and Anniversary's • Certificates and Rewards for o Safe Working Practices o Attendance o ALL SEEING EYES AWARD o THANK YOU for the dedication to your job performance, WILLINGNESS TO ACCEPT THE NEXT CHALLENGE, YOUR AVAILABILITY, and GENEROUS SPIRIT • Monthly "Tool Box" Safety, Health, Green, Procedures, and Customer Satisfaction Meetings • On-going Training Sessions - Training For Growth • Daily Shift Transfer Meetings which advise the Team of the "Hot Spots" We select equipment, chemicals and technology to efficiently meet each requirement Using equipment and chemicals have been chosen to ensure effective production levels and best methods to attain the desired result Staffing levels were determined by the type of equipment and chemicals used, the determination was based on ensuring the highest level of productivity combined v/ith high quality results NOVA shall provide all chemicals, and cleaning equipment 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONRDENTIAL e I 59 i\roft IZ.- IJ Custodial Maintenance Proposal We instill a AAanagement structure to execute the appropriate controls with a management culture to inspire success v\nth the right team. Corporate The CEO shall directly oversee the management of the contract The Corporate Office shall assure all proper accounting of the account Operations Manager • The Southern Operations AAanager, Eleanor Anglin shall be your primary contact • Will oversee the contract and assure contractual compliance. The Operations AAanager is your one source who knows you and your buildings and will begin the cycle of change and resolution for all of your needs. Regular Inspections shall assure excellence. Supervisors • Direct On-Site full time site manager dedicated to you. • Manage and control the on-site team through proactive efforts, foreseeing concerns, preparing for emergency situations, anticipating workload and additional staffing to assure excellence for your fadUties. • Manage and guide the Team v/ith motivation to achieve the desired quality levels, through training, education, tools, procedures and "walking the talk". Direct the Team to success Team Well cross trained team members keeping safety first Uniformed and badged, meeting the desired security background Back up staffing plan for emergencies, vacations, additional work We implement - i-sight - ALL SEEING EYE -ACHIEVING EXCELLENCE - YOUR QUALITY ASSURANCE In our proven success, we have found that personaUzed and people oriented [hands-on] quality control processes result in a higher level of customer satisfaction. Often times, the use of technology and electronic devices that track personnel and performance results, lends to Management staff complacency and lack of personal interaction v/ith the quality levels and recognition of Team performances. All Seeing Eyes Achieving Excellence is our method, i-sight Is a multi tiered quaUty control system v/ith task assignments and notifications designed to analyze, correct and prevent negative situations, creating a proactive quality control and achieve exceptional service performance. Any concerns shall be corrected by responding v/ith our i-sight process. In determining what went wrong we do not focus on who, but rather what went wrong and why. We evaluate training, equipment, chemicals, time, specifications, and quaUty. The whole system Is analyzed; we understand quaUty does not improve by just telUng someone to work harder or more conscientiously. 1535 Tidelands Ave Suite C National City, CA 91950 wv/w.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONRDENTIAL Page | 60 RFB# 12-13 Custodial Maintenance Proposal Our QuaUty Program entitled - i-sight - ALL SEEING EYES - Consists of: A multi-tiered system using all personnel on the jobsite to take a second look at the services being performed to ensure quality. With Inspections conducted by The Operations Manager The Project AAanager The Supervisor Leads Corporate NOVA's i-sight system is an effective, accountable, measured means of action plans that Identify, correct and prevent deficiencies well before quaUty is ever in question NOVA's i-sight system reviews and inspects quaUty, safety, employee appearance, scheduUng, correction and prevention. Integrating a strong line of communication between you and the NOVA Team, a primary focus for NOVA and vital for successful execution. Using communication, in both a personaUzed and electronic fashion, we move teams quickly into action. A circle of communication generated, relaying essential needs directly to the appropriate SpeciaUst who gets the job done right quickly and effidently. Our Operations AAanager and Project Manager are available to you 24 hours a day, 7 days a week. Communication Tools Cell Phones • The Project AAanager and Supervisor are equipped with cell/phone radios Reports • Dally Report - SpeciaUst are trained to complete a daily report of any findings of needed repairs, safety issues, concerns, or other items regarding the faciUty Meetings • Dally Team - The Project AAanager and Supervisor shall be in daily contact to assure any issues or "Hot Spots" are handled. The Operations AAanager is available daily for the PM and Supervisor to provide guidance anci assistance in any operational needs. • A/tonthly - Safety and Training sessions shall be held monthly NOVA's i-sight system reviews and inspects quality, safety, employee appearance, scheduling, correction and prevention. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336,1288 info@NOVACommercial.us CONFIDENTIAL Pase | 61 RFB# 12-13 Custcxiial Maintenance Proposal Ensuring inventories, supplies and services are met with effective vendor management NOVA Commercial recognizes the importance of properly managing our effort in performing the contract requirements to obtain the desired results and ultimate customer satisfaction and this Includes our vendors too. We partner with our vendors to insure our vendors are consistently servicing the contract as needed. NOVA Commercial always looks to providing our customers with the best value. When procuring suppUes NOVA Commercial chooses a vendor by ensuring the most valued price. We look to our vendors as partners. Our vendor suppUer is one in which will provide us with valuable training, will keep us abreast of the latest technologies, will provide quaUty products, has a strong logistic system to ensure timely product deUvery, and provides other guidance and training as requested. We competitively request pricing for consumables, chemicals and equipment and then make or selection by looking at the best value. How did each vendor place in price? How are they rated on deUvery schedules? Are the products green seal certified or verified? How effective are the products? Do the products improve productivity? What are their offerings on OSHA and safety? Do they offer training? How knowledgeable is the staff? What is the process for ordering and deUvery? Every item Is evaluated and the vendor v/hich provides us with the best value is selected for the contract. Inventory management • NOVA Commercial shall always ensure that your site has the inventory to assure that the on- site staff has the tools needed to meet the contract requirements. • Our On-site AAanagers are trained on the Importance of Inventory. All equipment is inventoried on the onset of the contract. As changes and repairs are made these reports are adjusted to reflect the new levels or changes. • All suppUes and chemical levels are determined at the onset of the contract. The desired weekly levels are calculated and placed into inventory. Each week the manager replaces the suppUes and chemicals that have been used. Our venciors deUver each week and inventory levels are replenished to the desired levels. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONRDENTIAL Paoe I 62 Quality Control RFB# 12-13 Custodial Maintenance Proposal i-Sight ing Ex Our goal with i-sight is that of our Mission; to create partnerships between NOVA Commerdal Company and our customers, working together to produce a common understanding of measured standards and desired outcomes resulting In exceptional service models to enhance the customer experience. NOVA is committed to providing our customers with an Incomparable standard of healthy, high performance, green cleanins and facility services that create an unquestionable impression for our customers, their employees, and their visitors. All Seeing Eyes Achieving Excellence is our method, i-sight is a multi tiered quality control system with task assignments and notifications designed to analyze, correct and prevent negative situations, creating a proactive quality control and achieve exceptional service performance. The components of i-sight include: Aligning Committed and Vested Teams Service Standards in Action Plans Excellence Assessment Criteria Analyze, Correct and Prevent Notification All Seeing Eyes Achieving Excellence (ASEAE) NOVA's 1-sight system is an effective, accountable, measured means of action plans that identify, correct and prevent deficiencies well before quality is ever In question. NOVA understands and appreciates that to achieve outstanding service ratings for our performance it takes the entire NOVA team working together and with the shared vision of reaching our mutual performance goals. We also recognize that every individual plays a vital role in team successes and customer partnerships. NOVA's 1-slght is a continuum component in our partnerships. Together we tailor the desired standards and objectives, achieving alliance, and meeting the goals of mutual benefit and exceptional service results. 1535 Tidelands Ave Suite C National City, CA 91950 v/ww.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 1nfo@NOVACommerdal.us CONRDENTIAL I 63 RFB# 12-13 Custodial Maintenance Proposal Aligning Committed and Vested Teams • We begin v/ith excellence by selecting first rate, reliable and motivated people through careful screening and quaUfications including experience and desire to exceed. • We ensure proper training to perform consistent high quaUty services the first time. • Our team receives a thorough and complete understanding of contractual requirements and specialized site information to meet your needs • Everyone is encouraged to participate in i-sight by working as a team to achieve exceptional service performance. All are encouraged to express ideas to Improve performance and views. Service Standards in Action Plans The ultimate goal in our i-sight plan is to achieve a positive relationship with our customer as we fulfill the contract at a level of exceptional consistently. To achieve this goal, working together as partners, a common understanding of the measurable standards and desirable outcomes is determined and Implemented achieving exceptional performance rating. From the onset of the contract, this goal of mutual understanding and identification of the desired expectations and standards shall be set and Implemented. Our i-sight Action Steps creates a fully documented effective workflow of the procedures to achieve the desired exceptional output: Fully documented i-sight quality Inspections Effective rating system VaUdates the complaint and the evaluation Re-trains Team A^mber Assures re-work Step by step process to effectively create a proactive solution Analyzes the process and not the individual to assure future high level of quaUty attained the first time around If necessary has abiUty to escalate All deficiencies are dcxumented 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONRDENTIAL P a s e | 64 0 RFB# 12-13 Custodial Maintenance Proposal -sight Work Processes and Procedures and Output Measures Ikicument ii^pection and Rate Sprv^:*^ Quality Plan I Management • Team Member I Inspections 1535 Tidelands Ave Suite C National City, CA 91950 v/ww.NOVACommerdal.us 619,336.1207 FAX: 619,336.1288 1nfo@NOVACommerdal.us CONFIDENTIAL j 65 RFB# 12-13 Custcxiial AAaintenance Proposal Action Plan Assignments OPERATIONS MANAGER - The Operations AAanger shall interface and build a partnership with Government QuaUty Assurance staffs and Contracting daily to ensure contract compUance. The Operations Manager wiU be responsible for signing and responding to all documents issued from Government QuaUty Assurance inspections. AAanage, supervise, all phases of the QuaUty Control and Safety aspect of site operations. Shall enforce company polices. Responsible for ensuring that all logistical, equipment, suppUes necessary for site operations Is available for Supervisors. Operations manger shall provide leadership, guidance, and technical expertise to Supervisors. Focus effort shall be on the Improvement Process. AAotivate through "All Seeing Eyes Award", Employee of the AAonth, Safety First Av/ards, and monthly QuaUty and Safety meetings designed to encourage their growth and generate on-site morale. Will be the "driver" of the QuaUty Improvement process, shall assure Implementation and create a proactive environment to achieving the contract requirements and quaUty standards, while assuring appropriate scheduUng of all contract requirements, SUPERVISOR - Supervise all phases of operation and employees. Comply with all Base Rules, and Security requirements. Perform QuaUty Control Inspections of all contracted work. Perform inspections to rate services in accordance to contractual specifications. Ensure employees have all the tools and resources needed daily. Assist Project Manger in preparing all schedules needed for contract. Responsible for ensuring all scheduled periodic work requested on contract Is performed. AAaintain a scheduled staff to ensure stripping waxing, carpet shampoo, and detail cleaning assignments on all sites are performed. FaciUtate the planning of all Indefinite Quantity work with Project Managers to ensure completion. LEAD - Shall act as a role model to other team members. Conduct QuaUty Control Inspections, document findings and shall provide on the job training to improve quaUty performance of other team members. UTILITY ENGINEERS - Perform periodic services In accordance to contract specifications and quaUty standards following all base and contract regulations. JANITORS - Perform janitorial services in accordance to contract spedfications and quaUty standards follov/ing all base and contract regulations. Excellence Assessment Criteria To achieve exceptional or a very good rating a proactive approach must be in place. One aspect of our proactive approach is a thorough our i-sight Achieving Excellence inspection system. All information gathered at QuaUty Control meeting, Customer Complaints, QuaUty Inspections shall be discussed, analyzed, reported to assure proactive measures are taken to achieve the desired results. • Inspection shall be conducted utilizing the CheckUst for each building. (See our Samples at the end of the program) • To assure consistent quality of services we conduct quality Inspections regularly, randomly and whenever resolution is required. • The purpose of quaUty Inspection is to evaluate performance and to spot potential problem areas before they occur; they also notice exceptional performance. • Inspections include all contractual requirements including employee conduct, uniform, equipment, reporting, and safety. • We train the management team on all contractual requirements performance objectives and standards and have a thorough understanding of what meets expectations and what does not. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336,1207 FAX: 619.336.1288 1nfo@NOVACommercial.us CONFIDENTIAL P § e | 66 RFB# 12-13 Custodial Maintenance Proposal • Using these guideUnes during the Inspection process, we identify potential problem areas and areas that are not meeting expectations. • Inspections also allow for notation of an area that requires your attention for repair or other needs, we then document and report to you Inspections are conducted: • Corporate QuaUty analyzes inspection findings, customer concerns, trending and processes analyzed v/ith a mindset of creating and Improving proactive methods, resulting in exceptional performance. • AAanager's review Inspection reporting, analyzes trends, and conducts additional documented Inspections. • Supervisors perform documented inspections, determining vaUdation and re-training of team members to correct and prevent deficiencies. • Our team has a vested interest In achieving exceptional service performance through Incentives. Team members receive a certificate for "A Job Well Done" and a gift certificate of appredation. Fully trained and knowledgeable in the required tasks assigned they perform with quaUty each time. They acknowledge deficiencies, are encouraged to provide suggestions and Input and are committed to Improving to ultimately obtain consistent exceptional service performance. Inspections Include: • QuaUty Inspection for service performance in accordance to contract quaUty standards. • As a part of their dally routine janitors are trained to inspect their equipment and report any necessary repairs or replacement parts to their supervisors. • Equipment shall be Inspected during the QuaUty Assurance Inspections. • Vehicles shall be Inspected monthly using the vehicle inspection checkUst to ensure safety. • Overall safety including performance, storage, transportation, usage, etc shall be inspected. • Custodian appearance and work habits shall be inspected. i-sight Inspection Rating Scale The Quality Control Inspector utilizes a our i-sight Quality Control Inspection form. We dcxument and input the data into the form and system. To validate the frequency and specific requirements of the area, the contract specifications and requirements along v/ith the desired performance objectives and standards are used. The Inspection form is broken down into the spedfic specification and areas. The inspector documents the rating for each item using our rating scale. The inspection form then calculates the overall rating for each specification section and calculates an overall rating for the building and area inspected, 5- Exceptional - Service performance exceeds contractual specifications, no defidencies, excellent service performance always performed on schedule. 4- Very Good - Service performance is of high quaUty and has only minor deficiencies, services performed on schedule. 3- Satisfactory - Service performance is meeting contract spedfications and is acceptable, a limited number of deficiencies received, service performance on schedule. 2- Marginal - Service performance barely meeting contractual spedfications, several deficiendes, service performance not performed on schedule days. 1 - Unsatisfactory - Service performance is not meeting contract specifications, excessive deficiendes, services rarely performed on time. Upon completing an inspection, an overall rating for the building is determined whether it meets standards or is deficient, 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONRDENTIAL Pase | 67 RFB# 12-13 Custodial Maintenance Proposal Analyze, Correct and Prevent We review and analyze the issue to determine if we have uncovered a system flaw: a new process or method to perform the service equipment is it the best tool for the job timing of performance an issue to be reported intervention training spedfications the whole system is lcx)ked at We correct any deficient rating or customer complaints. In determining what went wrong, we do not focus on whom, but rather what went wrong and why. We understand quaUty does not improve by just telUng someone to work harder or more conscientiously, • QuaUty Increases productivity through well-informed and trained Team Members result in decreasing team member errors and rework. • As problems are Improved problem by problem then Improvement after improvement is possible. We focus on improving the process by which our team members work and not correcting the shortcomings of their work which has improved our results. We understand that most quaUty failures happen when our team does the wrong things right not the right things wrong. • Team members are trained in a manner which motivates success versus failure. The proper methods and procedures are taught, the team member performance is inspected to insure performance if the team member continues to fall then discipUnary action is taken. • The responsible team member Is a part of the process revievnng detailed Information as to the "what, where, how, and why" the service needs Improvement. We ask their opinion in the corrective process. Their vested interest creates a desire to achieve the exceptional service performance rating and the" All Seeing Eyes Achieving Excellence Award". • The cause for the unsatisfactory service shall be determined • We train on the best method to correct the unsatisfactory performance. • The service will be re-performed using this technique v/ithin 24 hours. • We conduct additional inspections until the management is confident we consistently perform the services v/ith Excellence the first time. • We assess, review, and rate, all aspects of performance from quaUty, management, team members, inspections, and services. 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONRDENTIAL P a g e | 68 RFB# 12-13 Custodial Maintenance Proposal Inspection Follow Up and Documentation The Supervisor evaluates the deficiency comparing what has happened to contractual requirements and specific specifications to validate the deficiency. Once the deficiency is vaUdated, we analyze who, what, when, where, why and how to determine the specific cause of the deficiency. We quickly and efficiently conduct this first passing of our analysis, In order to assure quick resolution of the Issue. We UtiUze our QuaUty Control Inspections to document the findings, using two Inspection Forms one for Regular Services and the other for Periodic Services; samples follow the end of the QuaUty Control Plan. Any areas of concern shall be noted. Our Team Members are Involved in evaluating the process and are encouraged to provide input and suggestions. The specific information is provided and together it is determined as to the v/ho, what, when, where, how and why's of the deficiency. Together as a team the Supervisor and Team Member work side by side to find the best result and a process Is created with specific Instruction and hands on training to re-train them of how to perform the services effectively to avoid future deficient service performance. Thus correcting and creating a proactive solution. During the training and educating of the Team Member, the spedfic deficient service is re-performed. We meet contractual requirements and specification through re-performance. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONRDENTIAL Pase | 69 RFB# 12-13 Custcxiial Maintenance Proposal Vendor's Statement of Unspecified Value-Added Offerings NOVA has the capabilities to provide you with a full range of janitorial service to include: FadUtv Services Provided Janitorial Service Day Porter Services Hard Surface Floor Care Floor and Fabric Cleaning Window Washing Power Washing Truck Mounted Carpet Steam Cleaning Housekeeping Services Warehouse Cleaning Construction Clean Up Sub Floor Cleaning Parking Lot Sweeping Pressure Washing NOVA has developed excellent customer interface following these guidelines: Nova Commercial Is committed to providing you with advice and guidance for all your building solutions, as we partner with you to achieve your goals and expectations. Our ultimate goal is to attain total customer satisfaction. We continually work v/ith you customizing our operational plans to meet your individualized needs. Partnering with you to free you up to do what you do best, while we take care of all of your building needs. We are always working to improve the deaning process or the system which results in lower overhead costs that we pass on to our customers. When we continue to work on the system the need for mass of inspections is not needed. Often time's inspection can also become a crutch and a way to make workers scapegoats for what are Inherently system problems. When you put good people in a bad system the results are still the same. Inspections alone won't detect problems that are buried deep in the system. An example of where inspections do not solve the problem Is: when a janitor is using a vacuum v/ith filter bags that are inefficient to trap fine dust. It then is not their fault that the resettled dust on surfaces is now a concern. The problem is with the vacuum cleaner. Often an inspection will result in just sending someone In to dust, additional labor and additional labor in Inspections. Where if the system is analyzed Instead of just fixing the problem, the vacuum cleaner is changed and the dust is no longer a concern. We work hard for our customers focusing on finding technologies, chemicals, or equipment that will always be a cost saving for our customer and resulting in higher quaUty levels they can be sure of. We are here for you. To insure customer satisfaction we utiUze a Contractor Daily Report this report allows the janitors to report each day any concerns. Any concerns in regards to services shall be recorded and you shall be notified, as to the reason, and when the service shall be re-preformed. The Contractor Daily Report is also the ears and eyes to notify you of any safety or hazards that you may need to be aware of. All Contractor Daily Reports shall be evaluated to determine the best procedure to take. 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336,1207 FAX: 619.336.1288 info@NOVACommercial.us CONRDENTIAL Page | 70 RFB# 12-13 Custodial Maintenance Proposal NOVA also Offers GOING BEYOND CLEAN GOING GREEN ivironmentai renormance to r Facilities' Cleaoine Proen iEALTHY HIGH PERFORMANCE GREEN CLEANING NOVA Commercial has developed and Implemented a cleaning program that focuses on cleaning for, health and the environment. We do so with the understanding that it is truly what is best for a holistic cleaning soludon, the health of our workers, the occupants of the buildings we service, and the environment that sustains us all. Our Healthy High Performance Green Cleaning (HHPGC) program provides the pathway and best practices to enhance the custodial processes; clean and maintain sustainable buildings and go well beyond traditional cleaning for appearance sake only. It provides sound strategy, practices and guidelines to cleaning for health, safety and environment. HHPGC Includes v^dely accepted environmentally preferable purchasing guidelines to help you formalize your requests for chemicals, janitorial paper and liners, tools and equipment. Our HHPGC Jerykes Improve Indoor Air Quality (lAQ) Create healthier facilities for everyone Increase worker productivity Improve morale Reduce sick days and associated health care costs Minimize exposure to aggressive chemicals Reduce water and air pollution Reduce waste v/ith concentrated products Reduce waste with recyclable packaging Clean without sacrificing effectiveness 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONRDENTIAL P a 2 e I 71 RFB# 12-13 Custodial Maintenance Proposal H. Vendor's Statement of Compliance with Insurance Requirements VENDOR'S STATEMENT OF COMPLIANCE WITH CITY OF CARLSBAD'S INSURANCE REQUIREMENTS (Please see Sample Contract, Section 13) The Vendor must attach either ofthe following items to this page, and submit with his/her proposal; 1) Certificates of insurance showing conformance with the Citys contract insurance requirements herein for; Comprehensive CSeneral Liability Insurance Automobile Liability Insurance Workers" Compensation Insurance Employer s Liability insurance OR 2) Statement vvith an insurance carriers notarized signature stating that the carrier can, and upon payment of fees and/or premiums by the Vendor, will issue to the Vendor polides of insurance for C^omprehensive CJeneral Liability, Automobile Liability. Workers" Compensation and Employers Liabilrty in confomnance with the requirements herein and (Certificates of Insurance to the City showing conformance wHh the requirements herein. All certificates of insurance and statements of willingness to issue insurance for auto poliaes offered to meet the specification erf this contracl must; 1) Meet the conditions stated in the included contract ior each insurance company that the Vendor proposes. 2) Cover any vehicle used in the performance of the contract, used onsite or offsite, whether owned, non-owned or hired, and whether scheduled or non-scheduled. The auto insurance certificate must state the coverage is for "any auto* and canntM be limited in any manner. Within twenty (20) calendar days after City's notification of award of contract to Vendor all required insurance documents must be submitted to the City's Purchasing Officer. Vendor's failure to provide the City-required insurance certificates showing specified coverage within this time frame may be cause for the contract award to be rescinded in the City's sole discretion. endor's Acknowledgeme, 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal,us CONFIDENTIAL Page | 72 RFB# 12-13 Custodial Maintenance Proposal OP ID: MD CERTIFICATE OF LIABILITY INSURANCE twMTEtMMXwmrTj 07«7A11 TMS CERTIHCATE iS BSUEO AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLOet TI«S CERTIFICATE DOES MOT AFFIRMATIVELY OR NEGATIVELY AMEW. EXTEND OR ALTER THE COVERACE AFFORDED BY THE POUOES BELOW. TKS CERTIFICATE OF INSURANCE DOES NOT CONSmVTE A CONIttACT BETWEEN THE ISSUING INSUREf^S). AUTHOnm) REPRESENTATIVE OR PRODUCER. AND THE CERTIFICATE HOLDER. HWORTANT: H tte c«tifk»ta hoMer is an ADOmONAL INSURED. th» poUcyTM) nmst IM If SUBROGATION IS WAIVED. to the tefms and cOfKlitions of the policy, certain poiicies may mquire an andonwrnenL A statement on this cwtHicalc itoas not ccnftr rights to tha cartiBcataholdef inlieuofsuch endonwnwit(s). | I CONTACT Bailockar ms. Svs. - San Jose Lic»OS80438 1330 S. Bascom Ave-San Jose, CA 95128 40S-28S.€2€2 408-298-7635 Nova Commercial Co., bic. P.OBOX759 Hayward. CA 945*3-0759 cusn>iisno»NOVAC-4 Uniganl InstiratKe Company 126747 HarlfonI ins Co of tiw Midwest 37478 'A COVERAGES CERTiFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POUCIES OF INSURAMCE USTED BELOW HAVE SEEN ISSUED TO THE INSURED NAI«D ASCWE FOR THE POLICY PERIOD INDtCATED NOTWrTHSTANOMG ANY REQUREWENT. TERM 0« CONDITION OF ANY CONTRACT OR OTHER OOOflJENT VWTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED C« MAY PERTAIN. T»C MSURANCE AFFORreO BY THE POLKIES DESCRfflED HEREW JS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONttTJONS OF SUCH POUOES UMTrS SHOWN MAY HAVE BEEN REDUCED BY PAH) CLAWS TVPEOneuRANCE , i>buW&i> uens I OeNEItALUMIUTY A i X ; COMM£BClALCENEBAm*»liTY \ i loAIMSMADE fxl OCCUR !CM013352 0801/11 07/01/12 •nnKBrrmcHTEtr 1,000.1 j lteO£XPtAnyan»p»qan) it 100.1 io,ood i.ooo,oooj I GSNERAL AGGREGATE 2.00Q, seNT. AQGaEGATE laiT tpnx.% PER PRO- i ! ,„ ! PKXWCTS-COMPIOPAOG f POUCY AUTOKOBU UBSlfTY t AKVAUTO 1 AU-OiWNEDAUTOS \ SCieOOLEDAUTCS i WHE0AUT06 > NCN'OWCDAUTOS ; COWBt»EDSI»lCL£ UMT f e00H.v WJOHY {ParMnon; 2,000, aaOil.Y»UURY(P«'acaaef«! i PB0P6ftTya»MA<K f~ ! mnRELLAUAB i ocas LIAS J occw« : CIAMSJCAOE: EACHOCOiRREtCr ts AGGREGATE u j WORKERS COMPENSATKIN > AMDEePLOVERS'UABIUTr y/N ! AW P»C«CET0<WART«€»>/£x6a,r,%€ . ;: :oFFic£i<iMei«BERExa.vDecr> > 1;"'* (MMdMocy in WN) j i V i WC*t>TU. 1 iotH-i ; * iTORvmwTsI ; ES ( j WORKERS COMPENSATKIN > AMDEePLOVERS'UABIUTr y/N ! AW P»C«CET0<WART«€»>/£x6a,r,%€ . ;: :oFFic£i<iMei«BERExa.vDecr> > 1;"'* (MMdMocy in WN) i34yiSDG4210 \ 07/01/11 07/01/12 EL EACHACCOEHT it 1.000.000 j WORKERS COMPENSATKIN > AMDEePLOVERS'UABIUTr y/N ! AW P»C«CET0<WART«€»>/£x6a,r,%€ . ;: :oFFic£i<iMei«BERExa.vDecr> > 1;"'* (MMdMocy in WN) i34yiSDG4210 ! E.U CXSEASE- EA EMPLOYER » 1.000,0001 i i 0£5CWTIONOFOP£RATK>iSB«<M 1 £ DKCASe • POUCT 1 J 1.000,00(1 Property Section \ jCH013352 ' oa/01/11 07/01/12 BPP i IA Equ^Mnent Floalsr INO. T>eFT RC VALUE Oadud OESCfUPnONOFOPHtATKMSfljOCATIOftS/VBtiCLES (A«>« ACOtO Wt. AM«an« RMMAS Sehtdul*. il iner« s^M* a ntqi^^ CERTIFICATE HOLDER CANCELLATION EVIDECE EvkleRce of losucvnce Only SHOULD ANY OF THE ABOVE OSCnBED POUCES TME EXPKATIOM DATE THEREOF, NOTICE W ACCORDANCE MTH THE POUCY PROVtSIONS. BE CANCELLED MFORE tx BC OaJVERB) IM AtflHOMZEO RSfCESBITATIVE «1988.2009 A(X)RD CORPORATION. iU| rights reseived. The ACORO name and logo are rei^stered mailcs of A(^:>RD ACORO 25 {2009'09) 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a g e | 73 RFB# 12-13 Custodial Maintenance Proposal ORD CERTIFICATE OF LIABILrTY INSURANCE oMcpimmrYn 0407/2012 THS CCfOIFCATE «I89UB> AS A tlATICR QF MKIMIAIION ONLY ANO OONFBtB NO RiGNTS UPON TIC CBHinCAn HOIJNR. TWS campicATE x»o& NOT AnwuTivELy OR NBOMMLY Nmm, EXTEND OR ALTSI THE COMBRAGE AFPomeD BY THE FOUCBS BBUOW. THB GERTPICATE OP MSURANCE UOOI IIOr CONSnmiE A CONTRACT BETWEEN THE ISSUMO MfHTCPm, AUTHOMZBO HJWULMinATlVEOItPWMUCa^AIPY^ IMPgroWT; »tl>ecwiafcil#iirtderlt»AllO010MLIIWMHEI^tfaap<ii<ir('«»)wNiet>»eeBdo»»od. irauSROCMTION0«IMlVEP^«al4Mtt»1he i df iw cM^ paUaa way «« •wtowBMBt A iti^iurt on tM* oettifteaie does not caohr ligMs 19 Ilia Ralph R Sm^ state Farm IrtBuivice 15S68E14(hSt GWM I _ 1 /.A njicm Ralph R Sm^ state Farm IrtBuivice 15S68E14(hSt GWM I _ 1 /.A njicm Ralph R Sm^ state Farm IrtBuivice 15S68E14(hSt GWM I _ 1 /.A njicm SSbc»fflairiajiarr.sufniilali ram .cam i^j. San LBanoRj. W«A w4a/o * Phone: 51&27&^300 wwaoiAmMaMBeawpMtii 1 mt* i^j. San LBanoRj. W«A w4a/o * Phone: 51&27&^300 lUIIMII 11 SMeFimUAMlMMiiQMelnttiaaee^^ 1 vim Nov» Commaroal Co., inc. PO Box759 HaywantCA 94543 •«Bia i Nov» Commaroal Co., inc. PO Box759 HaywantCA 94543 Nov» Commaroal Co., inc. PO Box759 HaywantCA 94543 Nov» Commaroal Co., inc. PO Box759 HaywantCA 94543 •Mijiiwiis Nov» Commaroal Co., inc. PO Box759 HaywantCA 94543 MMHVF COVERAGES CgRTWCATC ReVBIONIMiKt: THS iS TO CERIVY THAT THE POUCeS OF il«MMMCE imH> BEU)W IWM MOttAICD. NOTWnHBTAMOING AHY nEOUmgHacr, TERM 0(« CONOfnON OP ANY OOMntMCT OR CflHeR DOCUHeKT WTH RESPeCT TO WHCM THS CERTIFICATE aiKT BE ISSUai OR MAY PERTAIN. THE INSURANCE AFFDROS) BY THE POUCIES OlSCtaBED HBOI IS 8UB^ TO HL THE TERMS. EXCUJSWNS AND CONCRTKye CF SUCH POiJClEa UWTS SHOWN IMY HAVE BBai RaX/^ TVFK OF MRNIMICtf MULIMfUTV i rmnncwtagcw-iMMLnY QcWHMWSC 1 1 OCCUR JI6SREGKIE uunr Ama PCK pquCYng& f iioc t j ANYAUm ' Atl OWED .rsTi aCMEXUSD lAimii J^futvi JSS£L tana CACHOcbanwcc DIUJja|01UIIU) ( KDEXPM*a»naa« X retsatML&AwsujRY I acM«M.AaaaesMe % PHOOUCTB-eOliWAOC I s 070797»AZ7'MF 01/Z71201Z ; VnZ7/ZD12 BOIMLV MJURY ^r«GidP4 r .-OCCUR frAIWS4IMlg| SACHOCCUHHBCE tiMunr AW pnoF9eiowMine«eiEcuTn OFnCMgM»e<CUJQg» jBSQKQOtiflCjaeeuaQMMaiu El-acwACCwarr £t-DecA3e-B^ Fl Tltr»8C'l<0UCYUHn' jmuePiioiiaFO»gwHONajLOc«Tiow>/ wi>ctat nin >»f ni«w.i gamFtCATEHOLDBt CAilCaiATiON \CORD2e{3010«5) The ACORD MOW and logo ar« ragiitered miffcs of ACORD HilWS HcTMJ ZI838iZ0lS .TOM. AMi^Ms i 1001486 13aB«.7 OU>1<2012 8S:5I ZVSi./LZm 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial,us CONFIDENTIAL P £ I e | 74 RFWfri-lS Custodial Maintenance Proposal I. Sample of Vendor's proposed detailed Routine Operations Schedule NOVA Oommercial Oompany Inc., ROUTINE SCHEDULED ROUTE SAMPLE Building Service Route # # Building Scheduie Route Service Days Route Totai Daily Hours (Ali Bldgs) 4 1 A6 Granary Sun-Thur(5) Sunday -Thursday 1 A8 Heritage Hall Sun - Sat (7) Sunday-Thursday 1 A14 Magee House Sun - Thur (5) Sunday-Thursday 1 BIO Magee Park Sun - Sat (7) Sunday-Thursday 1 A18 Railroad Depot Sun - Sat (7) Sunday -Thursday Streets & Facilities 1 A21 Admin Mon-Fri (5) Monday -Thursday 1 82 Beach Bluff Sun - Sat (7) Sunday -Thursday Route Total Daily Hours (Ali Bldgs) 4 2 84 Chase Field Sun - Sat (7) Sunday-Thursday 2 B8 Laguna Riviera Park Sun - Sat (7) Sunday-Thursday 2 Bll Pine Park Sun-Sat (7) Sunday-Thursday 2 A5 CIT Trailer Mon-Fri (5) Monday -Thursday Harding Community 2 A7 Center Sun-Sat(7) Sunday -Thursday 2 A16 Parks Administration Sun - Thur (5) Sunday -Thursday Parks Modular/Break 2 All Room Sun - Thur (5) Sunday -Thursday Route Total Daily Hours (Ali Bidgs) 5.5 3 Al Arts Office Mon-Fri (5) Monday -Thursday 3 AlO Holiday House Sun - Thur (5) Sunday-Thursday 3 BB Holiday Park (2) Sun-Sat (7) Sunday-- Thursday 3 All Kruger House Sun - Thur {5} Sunday--Thursday 3 A19 Scout House Sun-Thur (5) Sunday-Thursday Library Learning 3 A13 Center Mon-Fri (5) Monday - Thursday 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619,336,1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a a e | 75 RFB# 12-13 Custodial Maintenance Proposal SAMPLE Route Totai Daily Hours (Ail Bidgs) 4.5 Calavera Park 4 83 Blockhouse Sun-Sat (7) Sunday-Thursday Calavera Community 4 A4 Center Sun-Sat (7) Sunday-Thursday 4 85 Hidden Canyon Sun - Sat (7) Sunday-Thursday Route Totai Daily Hours (Ali Bldgs) 4 5 87 La Costa Canyon Park Sun - Sat (7) Sunday-Thursday 5 A9 Hiring Center Mon-Fri (5) Monday -Thursday Municipal Water 5 A15 Distrirt Mon-Fri (5) Monday -Thursday Route Total Daily Hours (All Bidgs) 3 6 B9 Leo Carrillo Ranch (2) Sun - Sat (7) Sunday-Thursday 6 A12 Leo Carrillo Ranch Fri- Sun (3) Sunday 6 B12 Poinsettia Park (2) Sun-Sat (7) Sunday-Thursday 6 BB Skate Park Sun-Sat (7) Sunday-Thursday Aviara Community 6 Bl Park (2) Sun - Sat (7) Sunday-Thursday 6 A2 Aviara Park Modular Mon-Fri (5) Monday -Thursday 6 A3 Aviara Park Main Mon-Fri (5) Monday -Thursday Route Totai Daily Hours (Ail Bidgs) 4 7 B14 Stagecoach Park (2) Sun - Sat (7) Sunday -Thursday Stagecoach 7 A20 Community Sun - Sat (7) Sunday-Thursday Route Totai Daily Hours (Ali Bldgs) 3 8 A8 Heritage Hall Sun - Sat (7) Fri-Sat 8 BIO Magee Park Sun - Sat (7) Fri-Sat 8 A18 Railroad Depot Sun - Sat (7) Fri-Sat Streets & Facilities 8 A21 Admin Mon-Fri (5) Fri 8 B2 Beach Bluff Sun - Sat (7) Fri-Sat Route Total Daily Hours (All Bldgs) 3.5 9 B4 Chase Field Sun - Sat (7) Fri-Sat 9 B8 Laguna Riviera Park Sun - Sat (7) Fri-Sat 9 Bll Pine Park Sun - Sat (7) Fri-Sat 9 AS CIT Trailer Mon-Fri (5) Fri Harding Community 9 A7 www. NOVACommercial. us CONFIDENTIAL 619.336.1207 FAX: 619.336.1288 info<l»NOVACommerdal,us Pace I 76 RFB# 12-13 Custodial Maintenance Proposal SAMPLE Route Total Daily Hours (Aii Bidgs) 4.75 10 Al Arts Office Mon-Fri (5) Fri 10 B6 Holiday Park (2) Sun-Sat (7) Fri-Sat Library Learning 10 A13 Center Mon-Fri (5) Fri Route Total Dafly Hours (All Bidgs) 4.5 Calavera Park 11 B3 Blockhouse Sun - Sat (7) Fri-Sat Calavera Community 11 A4 Center Sun-Sat (7) Fri-Sat 11 B5 Hidden Canyon Sun - Sat (7) Fri-Sat Route Total Daily Hours (Ail Bidgs) 4 12 B7 La Costa Canyon Park Sun - Sat (7) Fri-Sat 12 A9 Hiring Center Mon-Fri (5) Fri Municipal Water 12 A15 Distrirt Mon-Fri (5) Fri Route Total Daily Hours (All Bidgs) 3 13 B9 Leo Carrillo Ranch (2) Sun - Sat (7) Fri-Sat 13 A12 Leo Carrillo Ranch Fri- Sun (3) Fri-Sat 13 B12 Poinsettia Park (2) Sun - Sat (7) Fri-Sat 13 B13 Skate Park Sun - Sat (7) Fri-Sat Aviara Community 13 Bl Pari< (2) Sun - Sat (7) Fri-Sat 13 A2 Aviara Park Modular Mon-Fri (5) Fri 13 A3 Aviara Park Main Mon-Fri (5) Fri Route Total Daily Hours (Ali Bldgs) 4 14 B14 Stagecoach Park (2) Sun-Sat(7) Fri-Sat Stagecoach 14 A20 Community Sun - Sat (7) Fri-Sat 1535 Tidelands Ave Suite C National City, CA 91950 v/ww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page | 77 Kf\5ff IZ- IJ Custodial Maintenance Proposal NOVA Commercial Company Inc., ROUTINE SCHEDULED ROUTE SAMPLE Harding Community Center Route #1 Time: DAILY Sun-Sat (7) Mon Tue Wed Thu Fri Sat Sun Sign in on Checklist Interior General Space Trash & recyde Hand Dust/Damp Wipe flat surfaces Hand Dust/Damp Wipe ledges Spot vertical surfaces Outside ashtrays Clean all metal surfaces Dry wipe chalboards Dust mop hard surfaces Spray buff hard surfaces Dust mop wood floors Buff and finish Auditorium floor (Harding Comm only) Vacuum carpets Spot clean carpets Clean glass entry doors Remove recydables Clean kitchen counters, sinks, tables Restrooms Clean sinks, polish fixtures, clean toilets and urinals Clean partitioms Fill dispensers Sweep and Damp Mop floor Sanitize shower walls and floor Complete Checklist Daily report of issues and repairs WEEKLY-SUNDAYS Detail vacuuming Vacuum upholstered furniture Clean glass partitions Dust vertical surfaces Germicidal down drains Sweep & mop janitorial dosets Scrub all hard surface floors Apply floor finish and buff (Harding Comm only) Damp mop wood floors Replace urinal screens Compiete Checklist Submit Checklists 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page I 78 Custodial Maintenance Proposal J. Sample of Vendor's proposed detailed Performance Plan PERIODIC SCHEDULE SAMPLE Harding Community Center SAMPLE Building Service Freq Days Jul Aug Sep Oct Nov Dec Jan' Feb Mar Apr May Jun Monthly - Scrub & Finish hard floors. Buff floors. Dust fans. Wm ^-^ffiiS'' partition tops, door tops. ceiling vents, light fixtures. dust exposed pipes, mechanics, polish metal MO 1st day of mo X X X X xxxxx XXX kitchen appliances, replace hand sanitizers, dean appliances in and out. Checklists, Submit time trackers Quarterly-Qean windows inside and out; dean walls and ceilings; remove cobwebs; replace atomizers; dean and Otr 1st day of mo X X X X polish marble, wood, etc; strip & re-seal; Complete checklist Semi-Annual - Vacuum, spot clean, and shampoo traffic areas; strip and reseal hard tile; 1st day Clean window blinds; Vacuum of mo vents; Clean baseboards; Complete Checklist 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Paqe | 79 K\-\5ff 1Z-13 Custodial Maintenance Proposal K. Vendor's Acknowledgement VENDOR'S ACKNOWLEDGEMENT I ACKNOWLEDGE THAT I HAVE READ ALL THE REQUIREMENTS AND CONDITIONS SET FORTH IN THE AGREEMENT AND SPECIFICATIONS TO THE CITY OF CARLBAD'S CUSTODIAL MAINTENANCE PROGRAM, BID NO. 12-13. 'ontractor's Signature Eleanor Anigin - So Ca Operations Mgr Print Nanne and Title 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 infO@NOVACommercial.us CONFIDENTIAL Page | 80 KrD# I JL-15 Custodial Maintenance Proposal L. Exhibits B C, D and E. Exhibit B 1535 Tidelands Ave Suite C National City, CA 91950 www,NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONRDENTIAL Paoe | 81 EXHIBIT B CONTRACTOR'S WORK FORCE Bid No. 12-13 The CONTRACTOR shall set forth in Exhibit B to the proposed CONTRACT: A. Each labor or supervisory position by title that will make up the CONTF^CTOR's work force needed to provide the described services. B. A sufficiently detailed explanation of the minimum qualifications for a person working in each position title, including any required certifications. C. The minimum annual man-hours for each position title that the CONTF^CTOR proposes to commit to the performance ofthe described services. D. A list and description of the qualifications of other pertinent staff that are not to be directly committed to this project but who will be available to support, consult, perform Extra Work, and the like. E. A description of CONTRACTOR'S systematic skills training program. The information provided in this attachment is for the purposes of determining the CONTRACTOR'S commitment and preparedness to perform the DESCRIBED SERVICES, and assuring that the CONTRACTOR'S bid Is reasonable and complete. Nothing in this Attachment shall In any way be construed to remove, lessen, or relieve the CONTRACTOR from any responsibility prescribed by the CONTRACT. CONTRACTOR may attach additional pages to describe Minimum Qualifications, if needed. Label any such pages "Exhibit B - Additional Information" along with the appropriate position title(s) corresponding to this form. A. POSITION TITLE B. MINIMUM QUALIFICATIONS C. TOTAL ANNUAL HOURS 1. So Ca Operations Manager 5 tolO years of experience in janitorial maintenance management field 2080 FT employee of NOVA 2. Supervisor 3 to 5 years of custodial supervisory experience 2080 on site Carlsbad 3. Custodians Minimum 1 year experience 14 part time approx 300 to 144 hour pr yr on-site 75 EXHIBIT B Page 2 CONTRACTOR'S WORK FORCE (Continued) A. POSITION TITLE B. MiNlMUM QUALIFICATIONS C. TOTAL ANNUAL HOURS 4. Periodic Worker Minimum 1 year experience 2080 hrs per yr on site 5. Corporate Office - AP,AR, Payroll Minimum 1 year experience of office administrations 2080 FT employee of NOVA 6. 7. 8. 9. 10. 76 EXHBIT B Pages CONTRACTOR'S WORK FORCE (Continued) D. Other Staff Support Title Description / Qualifications 1. N/A 2. 3. 4. 5. E. Description of CONTRACTOR'S employee training program See Attached 77 rvi utt IX.- Custodial Maintenance Proposal NOVA COMMERCIAL'S TRAINING FOR GROWTH PROGRAM As with all of NOVA's clients over the 40 plus years providing excellence, all personnel for this contract shall meet the requirements as stated In the contrad. In addition they will have the following certifications from vendors and trade associations certificated programs. BSCAI Restroom Cleaning, Office Cleaning, Floor Care, Carpet Care Successful Supervision and Quality Control (for Management) 3M. WAXIE, BUTCHER'S Green sealed chemical dispensing system WAXIE Floor Care, Carpet Care Chemical use and safety Butchers Training Program Art of Team Cleaning Art of Green Cleaning Blood Borne Pathogens Safety and Technical Training In addition, we are always looking for cutting edge technologies through a variety of associations to continually improve on techniques to better serve our customers needs. Operations Our secret to success has been our team approach; we invest In our team members. We promote growth from within, identifying and recognizing talent and nurturing while cultivating our team members skills to serve our customers throughout. Our Managers walk the walk resulting in a "Lead by example management" style creating "can do", "will do" team staffing. This winning business philosophy has allowed us to provide services on many different types of industrial, commercial, government facilities consistently through our 40 year history. Our 40 plus years of experience has shown us that the best operational method is determined by the individual environments and facility needs. We have perfonned in every type of environment and have operationally managed each facility and have consistently found the type of operational procedure that best fits the needs for each individual customer. Your facility will benefit from a combination of operational procedures induding: team cleaning, zone cleaning, day porters, utility zone specialist cleaning, day cleaning, and green cleaning. We have found that by combining service types we always can improve productivity, cost and better serve our customers. Training Frequency Training is conduded prior to any employee beginning employment with NOVA Commerdal. Each month NOVA conducts Safety meetings in which training on safety, equipment, chemicals, and procedures are included. Each person receives on-going on the job training following an Inspection report or issue. Prior to the use of a new chemical or equipment a training session is conduded. Employees are also sent out to vendor programs, training sessions and certifications providing growth. 1535 Tidelands Ave Suite C National City, CA 91950 v^.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL p a a f i 82 'i^\.m IIP KrDff IZ- I J Custodial Maintenance Proposal First Rate, Reliable and Motivated Team Training has a direct effect on employees and their performance. Through effective training an employee gains a better attitude and understanding as they feel competent and well trained, resulting in higher quality performance. Our training Indudes Cleaning for health focusing on proper use of equipment and supplies; On-site training to acclimate to individual customer and facility needs; and Safety and hazard communication training. Subsequently our training for growth results in less wasted costs, lower turnover, fewer Injuries, less property damage and lower insurance rates. AU training is documented. Lectures ClmtmimmrmH—im Documentation Video Training & Role Playing / • N OclMltoUBii r ^ r r 1 r r r ^ • J r ^ r r 'I r Demo's Evaluation 1535 Tidelands Ave Suite C National City, CA 91950 wvw.NOVACommercial.us 619,336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL I 83 Custodial Maintenance Proposal Cleaning For Health Our personnel are the essence of our company we carefully select and train them to grow from within resulting in personnel who are reliable and motivated to succeed and desire to meet your needs. We train in a spirit to promote growth, to clean for health, to insure safety, and to provide guidance to achieve Excellence that meets your needs. To safeguard the building environment, the customer, the visitors and our team we train Cleaning For Health. We partner v/ith vendors who share in the philosophy of "going green". We utilize chemicals, equipment and cleaning procedures that are safe, biodegradable, non-toxic and user friendly. Our Cleaning For Health includes: Chemical Controls which are simple, color coded, portion controlled, "green", safe and efficient o -Our chemicals are standardized and color-coded for easy identification. They are portion controlled to prevent improper mixing. The chemical kegs are sealed and easily dispensed for no measuring, no calculations, and safe use. AASDS Labels on bottles and they are trained to read them Use and care of ergonomic equipment including backpacks, hip backs, wide-angle vacuums, taller buckets, and vapor guns. Use of latest equipment promotes healthier employees and faster productivity. We use inNOVAtive equipment a friendlier operations to reduce fatigue. We train to understand why the want to use the right tools to help them. Proper cleaning procedures including: o Restroom /lunchroom care, trash removal, dusting, hard and carpet floor care, and detail cleaning. The importance of a well stocked barrel and maintaining a neat appearance of self and equipment. Review of Company rules, as well as. Federal and State regulations to include: Employment polides, job descriptions, attendance, and expectations. Training on our Excellence Control Plan o Their importance in Excellence control: notification of inspections performance; understanding of inspection reports; how to identify, and correct unsatisfactory ratings. Video Training on cleaning procedures We also role play and have discussions on the proper cleaning techniques Industry workshops, certifications, and training sessions. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336,1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Pase I 84 i4 i< RFB# 12-13 Custodial Maintenance Proposal On-Site Training By training on the site, we can assure that our team has a complete understanding of the specifics of the building and gives a direct visual of the specialties of the facility and individual customer needs and requests. Our on-site training indudes: Tour of the facility for building logistics Timekeeping procedures and introduction to others team members Review of key safe-keeping Review of alarms and security issues; decoding alarms Cart loading Chemical usage and placement Equipment usage and placement Building logistics and route revlev/ Review of Excellence Control nicri KQinn nf cnpn'fir rliAnt rnnrp»rn<; Safety Training The health and safety of our team and our customers is of utmost importance. We train our team on the importance of safety while performing all of their duties. Our Safety training indudes: Identity - Our trained team looks for areas where safety may be concerned. They tell the Site Advisor who will add it to the Contractor Daily Report. We identify the Site Advisor as the person responsible for assuring Safety at the site. Correction - Report any safety hazards to the Site Advisor who routes it to the appropriate person for correction. We review the Basic Safety Rules and Job Description Safety Procedures. Understanding MSDS & safe chemical and equipment use, and labeling of all bottles and containers. Biohazard, blood borne pathogen, and hazardous material training. Proper lifting and Injury/Illness prevention and reporting procedures Use of safety signs and communicating safety hazards We preceded any non-routine hazardous task our team member performs with instructions of the hazards they exposed to and how to keep themselves and others safe. Work Site Injury Procedures - If unconscious call emergency, Calm the individual to determine extent of injury; Prevent crowds; If able, ask what happened and how injured are they?; 3 Take individual to pre-determined Emergency clinic; Talk to witnesses of the accident and gather information to contact later Notify the supervisor immediately : Complete injury report o Follow up on injured 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL l 85 KfOff 1/.-15 Custodial Maintenance Proposal Training for Growth Components SUPERVISION / AAANAGEMENT Supervisor Communication Communicating vdth team members Listening to team members Gaining respect of team members Communicating with the client Motivate the Team Supervisor Responsibility Being Accountable Customer Service Etiquette Handling Requests Handling Complaints Purchasing Personnel Relations Inventories Safety Responsibilities. Legal Responsibilities. Criminal Liabilities of Supervisor Dept of Labor Law Federal Law Accident Reporting Complaint Investigation OSHA Setting the Example For Your Employees Setting the example Leadership consciousness Lead by example Increasing productivity, morale, and cooperation QUALITY CONTROL Corporate Inspections On-Site Staff Inspections Multi-Eye Level Inspections Customers concern v^th result not effort Defining Customer Expectations Inspection Tips, Procedures and Documentation Evaluating the Concern Creating Solutions That Work For Now and Future Creating a Smooth Flovnng Response System Motivating Personnel 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a o e | 86 Custodial Maintenance Proposal TEAM MEMBERS Ground Rules For Custodians Do's and Don'ts Customer Relations Work Ethics Security Conservation of Supplies Health a Safety, MSDS Conduct Basic Rest Room / Shower Room Cleamng Liquid Method of Cleaning No Abrasive Powders Odor Control Disinfection Procedures Drain Maintenance Loading Dispensers Nine Step Restroom Cleaning When and How To: Sweep, dust mop, wet mop Proper Way To Inspect Daily Floor Maintenance Overviews Variety of Floor Equipment Types Proper Usage of Equipment Positioning When Using Equipment Procedures For: damp mopping, spot mopping, dust mopping, vacuuming Interior Office Cleaning Theory and Practice of Cleaning Building Security Access Procedures Reporting Malfunctions Customer Relations Routine Cleaning Recycling Trash Removal Dusting Vertical & Horizontal Surfaces Carts. Closets. Equipment St Supplies Loading Carts Maintaining Equipment Using Cleaning Supplies How Improves Effidency How Simplifies Tasks Building Emergency Procedures Evacuation Safety and Fire Housekeeping Measures To Prevent Fire 1535 Tidelands Ave Suite C National City, CA 91950 vmw.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Page | 87 Custodial Maintenance Proposal PERIODIC TEAM MEMBERS Hard Floor Care Theory and Practice Mopping Procedures For Resitient Tile and Other Hard Surfaces Procedures For Stone Care, Marble Spray Buffing Removal of Spots, Scuffs and Marks Equipment Usage Chemical Usage Review of High Speed, Burnishing, Auto Scrubbers Stripping & Finishing Floors Strip & Re-Coat in 10 Steps Bulk Liquid & Pre-Measured Liquids Floor Machine Operation Maintenance of Floor Machines Equipment Usage Chemical Usage Carpet Care How To Protect Floor Covering 5 Methods to Clean Carpet Hot V/ater Extraction Rotary Floor Machines Bonnet Method Dry Chemical Dry Foam Preparing Carpet Furnishings Relocation Posting Caution Signs Spot Removal Cleaning Method Selection Furniture Replacement Inspection General Equipment Clean-Up Communication Communicating with team members Listening to team members Gaining respect of team members Communicating with the client Motivate the Team 1535 Tidelands Ave Suite C National City, CA 91950 v/ww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Page | 88 Kl-B^ 1Z-13 Custodial Maintenance Proposal SAFETY Basic Safety Ladder Safety Eye Care Protective Wear Back Care Prevention Basic First Aid Electrical Safety Proper Handting of Plugs, Extension cords. Fuses, Circuit Breakers Fume Inhalation Burns Falls St FalUng Injuries Reporting Defective Equipment Reporting Unsafe Conditions or Conduct Iniurv Procedures Accident Prevention Emergency, Injury, First Aid Reporting To Supervisor Reporting To Corporate Headquarters Injury Procedures Completing Injury Reports Communications Chemicals & Material Safety AASDS Review 8: Procedures Container Labeling Hazardous Substances Green Cleaning Never Mix Chemicals Ergonomic Equipment Cutting Edge Technologies Bloodborne Pathogens Transmission Through Blood and Body Fluids Standard, Epidemiology, and Symptoms of Bloodborne Pathogens Exposure Control Reducing The Risk of Exposure 1535 Tidelands Ave Suite C National City, CA 91950 v/v/w.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page j 89 Custodial Maintenance Proposal TFiAINING REPORT NAME: DATE: INITIAL TRAINING: FOLLOW-UP TRAINING: CLASSROOM TRAINING LECTURES: POLICIES SAFETY DOCUMENTS PROCEDURES QUALITY ROUTE DOCUMENTATION CONTRACT SPECS VIDEO TRAINING: LIST VIDEOS TRAINED ON-THE^OB TRAINING BUILDING ORIENTATION DEMONSTRATION PRACTICE SCORE CHEMICALS BUILDING ORIENTATION DEMONSTRATION PRACTICE SCORE EQUIPMENT BUILDING ORIENTATION DEMONSTRATION PRACTICE SCORE EVALUATION BUILDING ORIENTATION DEMONSTRATION PRACTICE SCORE SUPPLIES TRAINEE SIGNATURE: TRAINER SIGNATURE: 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a s> e 1 90 Exhibit C Custodial Maintenance Proposal 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal,us CONFIDENTIAL Page | 91 EXHIBIT C LISTING OF SUBCONTRACTORS Bid No. 12-13 The CONTRACTOR is required to furnish the following information relative to the subcontractors he proposes to use. If all work is to be done without subcontractors, write "NONE" in the following space: NAME UNDER WHICH SUB- CONTRACTOR IS LICENSED LICENSE NUMBER AND CLASS ADDRESS AND TELEPHONE TYPE AND PORTION OF WORK SUBCONTRACTOR WILL DO NONE i, . Q r<^M Custodial Maintenance Proposal Exhibit D 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336,1207 FAX: 619.336.1288 info@NOVACommercial,us CONFIDENTIAL Paqe | 92 EXHIBIT D CONTRACTOR'S EQUIPMENT Bid No. 12-13 The CONTRACTOR shall set forth in Exhibit D to the proposed CONTRACT: A M\ equipment items, having an original purchase price of at least $1000, which the CONTRACTOR will use to provide the described services. Equipment should be listed regardless of whether the CONTRACTOR owns the equipment; intends to purchase, lease, or rent the equipment; or will subcontract the services requiring said equipment. B. Quantity of each equipment item to be used in the perfonnance of the described services. C. Total minimum annual hours for each equipment item that the CONTRACTOR proposes to commit to the performance of the described services. This is the aggregate of the hours for equipment of the same item description. D. Houriy rental rate for each equipment item when used in the performance of Extra Work. The information provided In this attachment is for the purposes of determining the CONTRACTOR'S commitment, and preparedness to perform the DESCRIBED SERVICES, and assuring that the CONTRACTOR'S proposal is reasonable and complete. Nothing in this Attachment shall in any way be construed to remove, lessen, or relieve the CONTRACTOR from any responsibility prescribed by the CONTRACT. CONTRACTOR may attach additional pages, if needed. Label any such pages "Exhibit D - Additional Information". A. EQUIPMENT ITEM DESCRIPTION B. QUANTITY C. TOTAL ANNUAL HOURS D. HOURLY RENTAL RATE 1. Vacuum -Standard & Backpack 16 N/A 2. Restroom Kits 16 N/A 3. Mop Buckets & Wringers 30 N/A 4. Dustmops 16 N/A 5. Burnishers 3 N/A 6. Scrubbers 3 N/A 79 Exhibit D Page 2 CONTRACTOR'S EQUIPMENT (Continued) A. EQUIPMENT ITEM DESCRIPTION B. QUANTITY C. TOTAL ANNUAL HOURS D. HOURLY RENTAL RATE 7. Wet Vacuum 3 N/A 8. Carpet Extractor 3 N/A 9. Blower 3 N/A 10. Pressure Washer 1 N/A 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 80 Custodial Maintenance Proposal Exhibit E 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial,us CONFIDENTIAL Paae | 93 EXHIBIT E CONTRACTOR'S ESTIMATE Of MATERIALS and SUPPLIES Bid No. 12-13 The CONTRACTOR shall set forth in Exhibit E to the proposed CONTRACT: A. All material and supply items, having an aggregate value in excess of $500, that the CONTRACTOR will use to provide the described services. B. Quantity of each listed item to be used annually in the perfonnance of the described services. C. The total estimated annual cost of each material or supply item that the CONTF^CTOR proposes to commit to the performance ofthe described services. The information provided in this attachment is for the purposes of determining the CONTRACTOR'S commitment, and preparedness to perform the DESCRIBED SERVICES, and assuring that the CONTRACTOR'S proposal is reasonable and complete. Nothing in this Attachment shall in any way be construed to remove, lessen, or relieve the CONTRACTOR from any responsibility prescribed by the CONTRACT. CONTRACTOR may attach additional pages, if needed. Label any such pages "Exhibit E - Additional Information" A. MATERIAL OR SUPPLY ITEM DESCRIPTION B. ANNUAL QUANTITY c. ANNUAL COST 1. 33 X 40 16 Mic Natural Coreless Roll Liners, 10/25/cs 65 1508 2. 24 X 33 08 Mic Natural Coreless Roll Liners, 20/50/cs 30 869 3. 40 X 46 1.30 Mil Black Liner, 100/cs 50 1118 ^ White Multifold Towel, 16/250/cs 150 3285 5. Automated Touchless System Towels, White, 6/800Vcs 50 2468 ^ White 2-Ply Toilet Tissue, 8/1500' 125 3850 Exhibit E Page 2 CONTRACTOR'S ESTIMATE of MATERIALS and SUPPLIES (Continued) A. MATERIAL OR SUPPLY ITEM DESCRIPTION B. ANNUAL QUANTITY c. ANNUAL COST 7. White 2-Ply Toilet Tissue, 80/550 sheets/cs 125 5395 ^ Half-Fold Seat Covers, 20/250/cs 35 1200 9. Lotion Soap 40 1714 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 82 PEM 575 Bid #12-13, Nova Commercial Company, Inc - Interview Docs 71 NOVA Commercial Co., Inc. PROPOSAL OF SERVICES FOR CUSTODIAL AAAINTENANCE SERVICES BID NO. RFB #12-13 RFB# 12-13 Custodial Maintenance Proposal c UJ z o UJ CD < i. Introduction of NOVA's Staff for the Contract ii. Contract Management Approach 1. Experience/ Years In Service 2. Responsibility of Team Members and Reporting Responsibilities 3. Ability to Provide Services / Adherence To Schedule 4. Quality Control Methods / Reporting Methods 5. Safety History a Training l^r^rams 6. Staff & Employee Performance Measures 7. Condition of Equipment 8. Unspecified Value Added Offerings iii. Key Personnel, Project Staffing Matrix and Schedule iv. Clarifications, Exceptions and Exclusions 1535 Tidelands Ave Suite C National City, CA 91950 vyww.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 tnfo®NOVACommerdal.us CONFIDENTIAL Page | 2 _ ™ RFB# 12-13 ' Custodial Maintenance Proposal i. Introduction of NOVA's Staff for the Contract Southern California Operations Manager - Eleanor Anglin (see resume follov^ng) As the Operations Manager Eleanor, will be the Implementation Manager and will ensure that a smooth transition which follows our transition plan and ensures that on July 1st, NOVA and a full staff are ready to begin. All janitors shall be hired and initially trained, followed by on the site training, all equipment, tools and materials shall be in place and services ready to start. Eleanor is a long time employee of NOVA, working with us for over 10 years and has successfully a sample of the contracts she has implemented are: San Diego Naval Base This contract was inclusive of 1.8 million square feet and 200 buildings serviced. Performing services to include facilities such as: child care, school age centers, youth centers, fitness centers, gymnasiums, offices, classrooms, conference rooms, shower/locker-rooms, industrial, BEQ quarters. Command Areas, administrative areas, industrial areas and training centers. This contract was awarded on September 28, 2009 and with services starting on October 1, 2009 vsnth a two day lead time NOVA was able to implement the contract smoothly. Purchasing and providing equipment for all facilities and janitors over night for all 200 facilities being serviced. Completing all employment documentation and insuring staff to perform all services by October 1, 2009, Schedules and all submittals including Quality Control, Key Control and Safety were provided timely in accordance to the contract requirements. Our previous experience on this contracted aided our ability to transition so quickly. This contract was originally implemented by NOVA in 2001, in which Eleanor was a new hire as our Supervisor during the implementation of the contract which initially started with 300 buildings and 2.5 million square feet. Eleanor is a part of our history and an example of the type of personnel we hire and our ability to consistently retain many of our managers. Another contract she implemented was: San Diego County Court House NOVA was awarded this contract and began services in September 2008, for approximately 880,000 square feet for two facilities. Services include day porters, offices, administration, judge's chambers, courtrooms, jury rooms, lawyers room^ children's area, conference rooms, restrooms, showers, locker rooms, fitness, hallways, industrial areas, maintenance shops, chiller rooms, boiler rooms, holding cells, parking lots, loading docks, patios, exterior surroundings, and windows. This contract started out with 6 day porters and all custodial work being performed at night. The implementation process was one in which many of the janitors were new hires. The County required 6 weeks at a minimum to process background checks and we successfully hired personnel and were ready to perform all required services by the implementation date of September 1st. Another challenge on this contract was when the County converted from performing the custodial work at night to performing all work during the day. This resulted in an overturn of personnel of 50% in which we successfully found the new hires, obtained backgrounds and converted over effectively and smoothly on the transition day. Eleanor will begin working on the implementation process from the date of award; followed up by being on site for the first 30 to 60 days following July 1st to insure a smooth implementation. To insure a smooth implementation she will have an implementation team. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a § e I 3 RFB# 12-13 Custodial Maintenance Proposal Proposed Supervisor - Donald Oliver For the proposed Project Manager, NOVA has spoken with a former employee who worked for us at the San Diego Naval Station and he is very interested in coming back to work for us at the City of Carlsbad fadlities. As such, NOVA proposes Donald Oliver as the Project Manager. Donald is a former employee who started as a janitor with us and became a Supervisor proving his success. He worked with NOVA from November 2009 until December 31, 2011 when a contract ended. Donald has been in the custodial maintenance field since 2004. Donald Oliver was the Project Manager for us at the San Diego Naval Base, with 1.4 million square feet and over 200 buildings from October 2009 through June 2011. Donald was a key part of the short two day transition team when we started this contract for a second time. Donald is an excellent trainer and very good with working with the custodians. He gives them the tools and the training and the motivation to succeed. Custodians & Periodic To perform all services for all buildings included in this RFP, NOVA proposes 14 custodians and a periodic worker to perform contract service requirements. For complete detail please see Exhibit B. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a g e | 4 RFB# 12-13 Custodial Maintenance Proposal ii. Contract Management Approach 1. Experience/ Years In Service Performing Janitorial/Custodial Services for over 45 years. Small Corporation with long term dedicated Management Staff. With the original owner the CEO with the company for over 20 years. Our Northern CA Operations Manager with us 35 years and So Ca Operations for over 10 years. Our History includes contracts with: San Diego County Court House & Hall of Justice San Diego County Medical Center Buildings Alameda County City of Union City City of Fremont City of Milpitas City of Sunnyvale Stanislaus University San Jose State Umversity CHP's DMV's Naval Station San Diego And Various Government Activities In San Diego Ca. Pt Loma Submarine Base Coronado Amphibious Base /North Island Combined Bachelor Housing Contract Naval Exchange Stores San Diego Camp Pendleton Marine Base United States Coast Guard San Diego United States Coast Guard Concord Pearl Harbor Hawaii United States Mercy Hospital Ship Oakland Army Base over 1.5 square feet million daily Alameda Naval Aviation Depot over 2.5 million daily Treasure Island Sierra Army Depot Sharpe Army Depot Beale Air Force Base Moffet Field Presidio San Francisco Commissary General Services Agency contracts in California / Nevada / Arizona Valero Refinery Jl Case Allied Sysco Fremont Facility Seneca Centers 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a g e | 5 RFB# 12-13 Custodial Maintenance Proposal 2. Responsibility of Team Members and Reporting Responsibilities Corporate Office 510-728-7000 Gabriela Gonzalez accounting@novacommercial.us CEO Sophia Simas 925-719-3360 sophia@novacommerc1ai.us Northern CA Operations Mgr Larry Gillis 510-728-7000 larry@novacommercial.us Southern CA Operations Mgr Eleanor Anglin 619-666-9095 eleanor@novacommercial.us -j Supervision & Team City of Carlsbad Supervisor City of Carlsbad Leads City of Carlsbad Custodians & Periodic Utility 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a o e I 6 ki. :VA I J^^^^k RFB# 12-13 Custodial Maintenance Proposal So Ca Operations Manager Oversee the City of Carlsbad Supervisor and Operational Staff • Provide expertise to assure performance objectives and standards are met • Work and communicate with the on-site staff Manage, supervise, all phases of the Quality Control and Safety aspect of site operations Conduct Quality Inspections Oversee Quality Control Tracking and Reporting Enforce company and City of Carlsbad polices • Responsible for ensuring that all logistical, equipment, supplies necessary for site operations is available for Supervisors. • Accessible 24/7 by cellular and shall be on site one hour after Oversee all reporting, including: • Scheduling • Time Tracking • Maintenance Logs • Service Reports • Daily Reports • Periodic Reports • Inspection Reports and Summaries • Shift Reports • Sign Off Sheets « Complaint Report and Follow Up Supervisor for City of Carlsbad Oversee the City of Carlsbad Operational Staff • Supervise all phases of operation, including personnel, supplies, and the compiling of the required reports. • Perform individual training monthly of all employees. • Conduct monthly. Quality control Safety meetings and encourage employee participation. • Comply v/ith all Company and City of Carlsbad Rules, and Security requirements. • Ensure employees have all the tools and resources needed daily. • Assist Operations Manger in preparing all schedules needed for contract. • Available 24/7 by cellular and shall be on site one hour after 1535 Tidelands Ave Suite C National City, CA 91950 vmw.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a g e j 7 RFB# 12-13 Custodial Maintenance Proposal Perform or Collect all reporting, including: © Scheduling ® Time Tracking o Maintenance Logs ® Service Reports @ Daily Reports ® Periodic Reports • Inspection Reports and Summaries • Shift Reports • Sign Off Sheets • Complaint Report and Follow Up Lead for City of Carlsbad Lead the City of Carlsbad Operational Staff • Lead workers shall motivate personnel • Perform all assigned services in such a manner to represent NOVA expectation and standard operating procedures. • Lead Workers shall conduct Quality Control Inspection in accordance to contract requirements, scope of work to insure quality standards are met or exceeded. • Findings during inspections shall be appropriately documented and janitors shall be informed and re-trained to insure future compliance and prevention. Collect all reporting, including: • Time Tracking • Maintenance Logs • Service Reports • Daily Reports • Periodic Reports • Inspection Reports • Shift Reports • Sign Off Sheets • Complaint Report and Follow Up 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommerdal.us 619.336.1207 FAX: 619.336,1288 info@NOVACommercial.us CONFIDENTIAL P OP I R RFB# 12-13 Custodial Maintenance Proposal 3. Ability to Provide Services / Adherence To Schedule Implementation Plan Our Phase-in Chart provides details on each aspects of implementing NOVA into the contract. Each delineating a time frame and plan of action to insure each step is completed prior to the start date. It covers Management, Personnel, Scheduling, Equipment & Supplies, Administration, On-Site Office, Quality, Safety & Training. e^SiiHS's Ymimmmu YUIJ PULL Bif^hi umi 25 TO 12 DAYS PRIOR I TO START 20 TO 10 DAYS PRIOR TO START 15 TO 7 DAYS PRIOR TO START 5 TO 2 OAYS PRIOR TO START DAILY INSPECTiOMS BY CORP HDQ ASSURE CUSTOMER SATlSFACTlOfi: ON-SiTE OFFICE *_ ORDER SUPPLIES ~—y— ™ s . ORDER TiMEKEEPING PREPARE Ori-S!TE DOCS PKEFAE4E CU- SITE FOSTHiGS — j- SET UP PHONE S FAX LHicS, BEEPERS S ,V A LK 1 ii TA Lil E E J „_ ORGANIZE OFFICE MAINTAHl EFFlCfENT OFFICE I EFFICIENT & CLEAH OFFICE QUALITY, SAFETY & REVIEW QUAtrry I PREPARE TRAINJHG PACKETS POLICY, QUALIT*!' & SAFETY TRAINING J ROUTE TRAIS^SNG HANDS ON TRAINING FREQUENT IKSPECTIONS & IMMEDIATE CORRECTION MONTHLY GUAUTYS. SAFETY MEETIMGS 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619,336.1288 info@NOVACommerdal.us CONFIDENTIAL 19 RFB# 12-13 Custodial Maintenance Proposal Personnel Tlie right people assigned to the right job to get it done right the first time i-sigiit Team Commitment to Quality - We begin with excellence by selecting first rate, reliable and motivated people through careful screening and qualifications including experience and desire to exceed. - We ensure proper training and guidance to perform consistent high quality services the first time. Training includes: Company policies, procedures and expectations. Safety, Cleaning for Health, Proper cleaning methods and equipment use. Importance of consistent cleaning the first time around, and On-Site routes, concerns and special issues. - Our team receives a thorough and complete understanding of contractual requirements to meet your needs - Everyone is encouraged to participate in i-sight by working as a team to achieve exceptional service performance. All are empowered and encouraged to express ideas to improve methodology and performance, i-sight Team Qualifications Our team members shall meet the following qualifications to be a part of the Team. Ops Mgr will have a minimum of 5 tolO years of custodial supervisory experience. The Account Advisor will have the characteristics that demonstrate a desire to your needs. The Account Advisor will have the ability to communicate clearly with you, with a desire to partner with you. They will have the ability to transform your needs into a customized plan that is at the best value for you. Supervisor will have a minimum of 3 to 5 years of custodial supervisory experience. The Supervisor will have the characteristics to lead by example. The Supervisor v/ill manage and control the on-site team through proactive efforts, foreseeing concerns, preparing for emergency situations, anticipating workload and additional staffing to assure excellence for your facilities. Periodic Team will have a minimum of one year experience in stripping/waxing, buffing, shampooing, vnndow washing, and overall maintenance of a facility. The Periodic Team member shall demonstrate the ability to be a leader of his fellow team members, also leading by example while always keeping an eye out to see areas that need attention. Janitor will have a minimum of one year of experience as a custodian/janitor. The Janitor shall have the characteristics of taking pride in their workmanship with a desire to meet the customer's needs and satisfaction. All personnel are background check in accordance to the City of Carlsbad requirements. FuUy trained and on-going on-site training with close supervision during implementing the personnel to the site and its required duties. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a i in K,. V/-^ RFB# 12-13 Custodial Maintenance Proposal 1, tJAfl-n;. Equipment & Materials The right tool and material to get the job done right with efficiency. © Equipment and Materials shall be based on using proficient equipment that fits the needs of the building and the contract requirements « All equipment shall be properly maintained and in good working conditions. » Equipment shall be inspected and issues reported for quick resolution by the managers of the site. Equipment shall be kept clean and neat in appearance and properly stored at all times. • A complete safety training shall be conducted prior to using any equipment with all employees expected to perform services in a safe manner at all times. • Safety is priority one when utilizing any equipment or chemical during work performance. For the equipment and materials quantities please see Exhibit D&E. Equipment assigned shall meet these standards. Scheduling The right scheduling which meets the contract requirements and fits the City's needs. NOVA shall create an annual schedule and submit it. Following submission NOVA shall work with the facilities managers at each location to insure that the scheduled dates will work and services can be performed on schedule. Efforts shall be made to accommodate the facilities managers' request; however the whole of the City of Carlsbad's facilities must be taken into consideration to assure timely performance. Following completion of all periodic work a Completion report shall be completed and submitted in accordance to the contract. Reporting Et Follow Through The right reporting to access performance and compliance. The site staff shall appropriately report and submit the following reports to analyze performance • Scheduling • Time Tracking • Maintenance Logs 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336,1207 FAX: 619.336,1288 info@NOVACommercial.us CONFIDENTIAL P a s e I 11 RFB# 12-13 Custodial Maintenance Proposal ® Service Reports ® Daily Reports ® Periodic Reports ® Inspection Reports and Summaries © Shift Reports ® Sign Off Sheets • Complaint Report and Follow Up 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Page I 12 W.! V/A. RFB# 12-13 Custodial Maintenance Proposal 4. Quality Control Methods / Reporting Methods NOVA'S Quality Control Plan Our goal with i-sight is that of our Mission; to create partnerships between NOVA Commercial Company and our customers, working together to produce a common understanding of measured standards and desired outcomes resulting in exceptional service models to enhance the customer experience. NOVA is committed to providing our customers with an incomparable standard of healthy, high performance, green cleaning and facility services that create an unquestionable impression for our customers, their employees, and their visitors. All Seeing Eyes Achieving Excellence is our method, i-sight is a multi tiered quality control system with task assignments and notifications designed to analyze, correct and prevent negative situations, creating a proactive quality control and achieve exceptional service performance. The components of i-sight include: Aligning Committed and Vested Teams e Getting the right people to do the job right the first time Service Standards in Action Plans c Inspecting, Documenting, Correcting, and Follow Through Excellence Assessment Criteria © Assess quality based on standard performance objectives Analyze, Correct and Prevent Notification ® Analyze and assess - methods, procedures, equipment, materials, practice, issues preventing completion o Identify what needs to be corrected and implement the change o Notify atl involved and make necessary changes throughout All Seeing Eyes Achieving Excellence (ASEAE) • Every team member is trained to look at others work and identify any areas requiring attention 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommerdal.us 619.336.1207 FAX: 619,336.1288 info@NOVACommerdal.us CONFIDENTIAL ^ - • I 13 RFB# 12-13 Custodial Maintenance Proposal I-sight Work Processes and Procedures and Output Measures O Quality Plan Services 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a g e | 14 k . V/A. iipWm RFB# 12-13 Custodial Maintenance Proposal paiiiy Control Reporting ® inspection Reports ® Inspection Documentation and Entry to Quality Control System ® Inspection Summaries ® Inspection Analysis and Assessments © Correction Reporting 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a « e | 15 NOVA Commercial Company Inc., QUALITY CONTROL CHECK LIST ILevei: ,idg/Area: inspection Type: SCHEDULED COMPLAINT RE-INSPECT Date: jEmployeeT jlnspectoiT 5-Exceptional - 4 - Very Good - 3- Satisfactory - 2 - Marginal -1- Unsat - N/A - Not on Scope Service 5 4 3 2 1 N/A 1 COMMENTS SAFETY SPACE CLEANING YES NO Remove Waste Caution Signs Low Dust Furniture-Partitions Working Safe Drinking Fountain Proper Equip Dust Mopping Uniform Damp Mopping Proper Chemicals Vacuuming MSDS Stairwells Material Handling Elevators PPE Lunchrooms inspector i t;ommer Its: Police Perim RESTROOM CLEANING Remove Waste Floors Partitions Fixtures Employee comments: Mirrors Showers Wall Surface 2 Towel System RR Supplies RR Checklist RETRAIN: Y N CORRECTIVE ACTION: DISCIPLINE SR RETRAIN JR RETRAIN NEW RETRAIN sow TRAIN VERBAL . NOT SCOPE BEYOND SCOPE NOT FOLLOW SCHED NEW TOOLS IMPEDE OTHER Reinspect? Y When inspecting use scope of work to determine service frequencies and areas sen/iced k,, V/X iSPOm RFB# 12-13 Custodial Maintenance Proposal 5. Safety History & Training Programs 2011 Safety Rates TICR 2.48 DART 1.65 3 Yr Rate TICR 5.30 NAICS Code 56172 Industry Average is 23.1 NOVA is Below by 77.1% Safety is of utmost importance to NOVA and regular safety meetings are help with the team member to always insure safety is at the forefront. 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Paoe I 16 RFB# 12-13 Custodial Maintenance Proposal Training Programs Trainings are conducted using video, booklets, and orally. Training sessions are held at the beginning of employment, during monthly safety meetings, and throughout employment following quality inspections. Training for Growth Components SUPERVISION / A4ANAGEMENT Supervisor Communication Communicating with team members Listening to team members Gaining respect of team members Communicating v^'th the client Motivate the Team Supervisor Responsibility Being Accountable Customer Service Etiquette Handling Requests Handling Complaints Purchasing Personnel Relations Inventories Safety Responsibilities, Legal Responsibilities. Criminal Liabilities of Supervisor Dept of Labor Law Federal Law Accident Reporting Complaint Investigation OSHA Setting the Example For Your Emplovees Setting the example Leadership consciousness Lead by example Increasing productivity, morale, and cooperation QUALITY CONTROL Corporate Inspections On-Site Staff Inspections Multi-Eye Level Inspections Customers concern with result not effort Defining Customer Expectations Inspection Tips, Procedures and Documentation Evaluating the Concern Creating Solutions That Work For Now and Future Creating a Smooth Flowing Response System Motivating Personnel 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P ^ a - j 17 bl[\lik i^V^ RFB# 12-13 Custodial Maintenance Proposal TEAM MEMBERS Ground Rules For Custodians Do's and Don'ts Customer Relations Work Ethics Security Conservation of Supplies Health a Safety, MSDS Conduct Basic Rest Room / Shower Room Cleaning Liquid Method of Cleaning No Abrasive Powders Odor Control Disinfection Procedures Drain Maintenance Loading Dispensers Nine Step Restroom Cleaning When and How To: Sweep, dust mop, wet mop Proper Way To Inspect Daily Floor Maintenance Overviews Variety of Floor Equipment Types Proper Usage of Equipment Positioning When Using Equipment Procedures For: damp mopping, spot mopping, dust mopping, vacuuming Interior Office Cleaning Carts. Closets, Equipment & Supplies Theory and Practice of Cleaning Loading Carts Building Security Maintaining Equipment Access Procedures Using Cleaning Supplies Reporting Malfunctions How Improves Efficiency Customer Relations How Simplifies Tasks Routine Cleaning Recycling Trash Removal Dusting Vertical & Horizontal Surfaces Building Emergency Procedures Evacuation Safety and Fire Housekeeping Measures To Prevent Fire 1535 Tidelands Ave Suite C National City, CA 91950 vww.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial,us CONFIDENTIAL Page | 18 RFB# 12-13 Custodial Maintenance Proposal PERIODIC TEAM MEMBERS Hard Floor Care Theory and Practice Mopping Procedures For Resilient Tile and Other Hard Surfaces Procedures For Stone Care, Marble Spray Buffing Removal of Spots, Scuffs and Marks Equipment Usage Chemical Usage Review of High Speed, Burnishing, Auto Scrubbers Stripping & Finishing Floors Strip & Re-Coat in 10 Steps Bulk Liquid & Pre-Measured Liquids Floor Machine Operation Maintenance of Floor Machines Equipment Usage Chemical Usage Carpet Care How To Protect Floor Covering 5 Methods to Clean Carpet Hot Water Extraction Rotary Floor Machines Bonnet Method Dry Chemical Dry Foam Preparing Carpet Furnishings Relocation Posting Caution Signs Spot Removal Cleaning Method Selection Furniture Replacement Inspection General Equipment Clean-Up Communication Communicating with team members Listening to team members Gaining respect of team members Communicating with the client Motivate the Team 1535 Tidelands Ave Suite C National City, CA 91950 wvw.NOVACommercial.us 619.336.1207 FAX: 619,336.1288 info@NOVACommercial.us CONFIDENTIAL P a g e I 19 RFB# 12-13 Custodial Maintenance Proposal SAFETY Basic Safety Ladder Safety Eye Care Protective Wear Back Care Prevention Basic First Aid Electrical Safety Proper Handling of Plugs, Extension cords. Fuses, Circuit Breakers Fume Inhalation Burns Falls & Falling Injuries Reporting Defective Equipment Reporting Unsafe Conditions or Conduct Injury Procedures Accident Prevention Emergency, Injury, First Aid Reporting To Supervisor Reporting To Corporate Headquarters Injury Procedures Completing Injury Reports Communications Chemicals & Material Safety MSDS Review Et Procedures Container Labeling Hazardous Substances Green Cleaning Never Mix Chemicals Ergonomic Equipment Cutting Edge Technologies Bloodborne Pathogens Transmission Through Blood and Body Fluids Standard, Epidemiology, and Symptoms of Bloodborne Pathogens Exposure Control Reducing The Risk of Exposure 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619,336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Paae | 20 RFB# 12-13 Custodial Maintenance Proposal 6. Staff a Employee Performance Measures The So Ca Operations Manager directly oversees the Operations staff to assure performance. Eleanor at each site visit conducts Quality Inspections and reviews Periodic Completion and assures all services are being performed in accordance to the contracted scope. The Supervisors performance is assessed during the site visits. Performance measurements include: • Number of inspections conducted • Thoroughness of inspections Inspections requiring action must show follow through and correction Analysis of inspections finding to assess the working conditions Inspection Summary review Reporting is analyzed and reviewed to assure for accuracy and completion Timekeeping accuracy and adherence to laws Daily reporting of maintenance logs, service logs, daily reports, shift reports, sign off sheets are reviewed to assure compliance Safety Compliance and meetings Equipment upkeep and maintenance logs The overall performance of the site based on completion of work, quality of work, and reporting is the measure for the Supervisors performance. The Leads and Custodians performance is assessed during the site visits. Performance measurements include: • Quality of work through inspections • Adherence to safety • Proper use and care of equipment and materials • Job knowledge and scope understanding • Compliance to policies and regulations • Communication and follow through • Completion of required reporting • Attendance and time keeping • Appearance Employee Motivation Through Certificates and Rewards for • Safe Working Practices • Attendance • ALL SEEING EYES AWARD • THANK YOU for the dedication to your job peri^ormance, WILLINGNESS TO ACCEPT THE NEXT CHALLENGE, YOUR AVAILABILITY, and GENEROUS SPIRIT 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL Paee 121 LNL ;! VA. M^y^Sk RFB# 12-13 Custodial Maintenance Proposal \ Condition of Equipment All equipment assigned to the City of Carlsbad shall be in excellent good working conditions, at all time looking presentable and clean to perform the requirements. At the start of the contract there will be a mix of new and used equipment, all used equipment shall be fully inspected and assured to be in excellent working order and appearance. 1535 Tidelands Ave Suite C National City, CA 91950 VAVw.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a g e | 22 RFB# 12-13 Custodial Maintenance Proposal 8. Unspecified Value Added Offerings NOVA has the capabilities to provide you with a full range of janitorial service to include: Facility Services Provided Janitorial Service Day Porter Services Hard Surface Floor Care Floor and Fabric Cleaning Window Washing Power Washing Truck Mounted Carpet Steam Cleamng Housekeeping Services Warehouse Cleaning Construction Clean Up Sub Floor Cleaning Parking Lot Sweeping Pressure Washing NOVA has developed excellent customer interface following these guidelines: Nova Commercial is committed to providing you with advice and guidance for all your building solutions, as we partner with you to achieve your goals and expectations. Our ultimate goal is to attain total customer satisfaction. We continually work v/ith you customizing our operational plans to meet your individualized needs. Partnering v/ith you to free you up to do what you do best, while we take care of all of your building needs. We are always working to improve the cleaning process or the system which results in lower overhead costs that we pass on to our customers. When we continue to work on the system the need for mass of inspections is not needed. Often time's inspection can also become a crutch and a way to make workers scapegoats for what are inherently system problems. When you put good people in a bad system the results are still the same. Inspections alone won't detect problems that are buried deep in the system. An example of where inspections do not solve the problem is: when a janitor is using a vacuum with filter bags that are inefficient to trap fine dust. It then is not their fault that the resettled dust on surfaces is now a concern. The problem is with the vacuum cleaner. Often an inspection v/ill result in just sending someone in to dust, additional labor and additional labor in inspections. Where if the system is analyzed instead of just fixing the problem, the vacuum cleaner is changed and the dust is no longer a concern. We work hard for our customers focusing on finding technologies, chemicals, or equipment that will always be a cost saving for our customer and resulting in higher quality levels they can be sure of. We are here for you. To insure customer satisfaction we utilize a Contractor Daily Report this report allows the janitors to report each day any concerns. Any concerns in regards to services shall be recorded and you shall be notified, as to the reason, and when the service shall be re-preformed. The Contractor Daily Report is also the ears and eyes to notify you of any safety or hazards that you may need to be aware of. All Contractor Daily Reports shall be evaluated to determine the best procedure to take. 1535 Tidelands Ave Suite C National City, CA 91950 vw/w.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a o P | 23 LNL,. Vlx iHPO^ RFB# 12-13 Custodial Maintenance Proposal 1 Ul SVIMJ iOVA also offers GOING BEYOND CLEAN GOING GREEN NOVA Commercial has developed and implemented a cleaning program that focuses on cleaning for, health and the environment. We do so with the understanding that it is truly what is best for a holistic cleaning solution, the health of our workers, the occupants of the buildings we service, and the environment that sustains us all. Our Healthy High Performance Green Cleaning (HHPGC) program provides the pathway and best practices to enhance the custodial processes; clean and maintain sustainable buildings and go well beyond traditional cleaning for appearance sake only. It provides sound strategy, practices and guidelines to cleaning for health, safety and environment. HHPGC includes widely accepted environmentally preferable purchasing guidelines to help you formalize your requests for chemicals, janitorial paper and liners, tools and equipment. Improve Indoor Air Quality (lAQ) Create healthier facilities for everyone Increase worker productivity Improve morale Reduce sick days and associated health care costs Minimize exposure to aggressive chemicals Reduce water and air pollution Reduce waste with concentrated products Reduce waste with recyclable packaging Clean without sacrificing effectiveness 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL Paqe I 24 RFB# 12-13 Custodial Maintenance Proposal iii. Key Personnel, Project Staffing Matrix and Schedule Key Personnel So Ca Operations Manager - Eleanor Anglin City of Carlsbad Supervisor - Donald Oliver Custodians and Leads Custodians and Leads shall be hired from the local area. They shall be interviewed to determine eligibility and backgrounds checks shall be completed prior to hiring. They shall meet all requirements and be fully trained at the start of the contract. During the first 60 days additional staff our phase in crew shall be on site ensuring a smooth implementation and provide additional training and inspections. Project Staffing Matrix Route # Buiidin g# Building Service Schedule Route Service Days Route Totai Daily Hours (All Bldgs) 4 1 A6 Granary Sun - Thur (5) Sunday - Thursday 1 A8 Heritage Hall Sun - Sat (7) Sunday - Thursday 1 A14 Magee House Sun - Thur (5) Sunday - Thursday 1 BIO Magee Park Sun - Sat (7) Sunday - Thursday 1 A18 Railroad Depot Sun - Sat (7) Sunday - Thursday 1 A21 Streets & Facilities Admin Mon-Fri (5) Monday - Thursday 1 B2 Beach Bluff Sun- Sat (7) Sunday - Thursday Route Totai Daily Hours (All Bldgs) 4 2 B4 Chase Field Sun - Sat (7) Sunday - Thursday 2 B8 Laguna Riviera Park Sun - Sat (7) Sunday - Thursday 2 Bll Pine Park Sun - Sat (7) Sunday - Thursday 2 AS CIT Trailer Mon-Fri (5) Monday - Thursday 2 A7 Harding Community Center Sun - Sat (7) Sunday - Thursday 2 A16 Parks Admini stratio n Sun - Thur (5) Sunday - Thursday 1535 Tidelands Ave Suite C National City, CA 91950 vmw.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P a P e | 25 RFB# 12-13 Custodial Maintenance Proposal 2 A17 Parks Modular/Break Sun - Thur (5) Sunday -Thursday Room Route Total Daily Hours (All Bidgs) 5.5 3 Al Arts Office Mon-Fri (5) Monday - Thursday 3 AlO Holiday House Sun - Thur (5) Sunday -Thursday 3 B6 Holiday Park (2) Sun - Sat (7) Sunday -Thursday 3 All Kruger House Sun - Thur (5) Sunday -Thursday 3 A19 Scout House Sun - Thur (5) Sunday -Thursday 3 A13 Library Learning Center Mon-Fri (5) Monday - Thursday Route Total Daily Hours (Ali Bldgs) 4.5 4 B3 Calavera Park Sun - Sat (7) Sunday -Thursday Blockhouse 4 A4 Calavera Community Sun-Sat (7) Sunday -Thursday Center 4 B5 Hidden Canyon Sun - Sat (7) Sunday -Thursday Route Total Daily Hours (Ail Bldgs) 4 5 B7 La Costa Canyon Park Sun - Sat (7) Sunday -Thursday 5 A9 Hiring Center Mon-Fri (5) Monday - Thursday 5 A15 Municipal Water Mon-Fri (5) Monday -Thursday District Route Totai Daily Hours (All Bidgs) 3 6 B9 Leo Carrillo Ranch (2) Sun - Sat (7) Sunday -Thursday 6 A12 Leo Carrillo Ranch Fri- Sun (3) Sunday 6 B12 Poinsettia Park (2) Sun - Sat (7) Sunday -Thursday 6 B13 Skate Park Sun - Sat (7) Sunday -Thursday 6 Bl Aviara Community Park Sun - Sat (7) Sunday -Thursday (2) 6 A2 Aviara Park Modular Mon-Fri (5) Monday - Thursday 6 A3 Aviara Park Main Mon-Fri (5) Monday - Thursday Route Total Daily Hours (Ali Bidgs) 4 7 B14 Stagecoach Park (2) Sun - Sat (7) Sunday -Thursday 7 A20 Stagecoach Community Sun- Sat (7) Sunday -• Thursday Route Totai Daily Hours (Aii Bldgs) 3 8 AB Heritage Hall Sun - Sat (7) Fri-Sat 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P age j 26 RFB# 12-13 Custodial Maintenance Proposal 8 BIO Magee Park Sun - Sat (7) Fri-Sat 8 A18 Railroad Depot Sun - Sat (7) Fri-Sat 8 A21 Streets & Facilities Mon-Fri (5) Fri Admin 8 B2 Beach Bluff Sun - Sat (7) Fri-Sat Route Totai Daily Hours (All Bidgs) 3.5 9 B4 Chase Field Sun - Sat (7) Fri-Sat 9 BS Laguna Riviera Park Sun - Sat (7) Fri-Sat 9 Bll Pine Park Sun - Sat (7) Fri-Sat 9 A5 CIT Trailer Mon-Fri (S) Fri 9 A7 Harding Community Sun - Sat (7) Fri-Sat Center Route Totai Daily Hours (Ali Bldgs) 4.75 10 Al Arts Office Mon-Fri (S) Fri 10 B6 Holiday Park (2) Sun - Sat (7) Fri-Sat 10 A13 Library Learning Center Mon-Fri (5) Fri Route Totai Daily Hours (Aii Bidgs) 4.5 11 B3 Calavera Park Sun - Sat (7) Fri-Sat Blockhouse 11 A4 Calavera Community Sun-Sat (7) Fri-Sat Center 11 BS Hidden Canyon Sun - Sat (7) Fri-Sat Route Totai Daily Hours (All Bidgs) 4 12 B7 La Costa Canyon Park Sun - Sat (7) Fri-Sat 12 A9 Hiring Center Mon-Fri (5) Fri 12 AIS Municipal Water Mon-Fri (5) Fri Distrid Route Totai Daily Hours (All Bldgs) 3 13 B9 Leo Carrillo Ranch (2) Sun - Sat (7) Fri-Sat 13 A12 Leo Carrillo Ranch Fri- Sun (3) Fri-Sat 13 B12 Poinsettia Park (2) Sun - Sat (7) Fri-Sat 13 B13 Skate Park Sun - Sat (7) Fri-Sat 13 Bl Aviara Community Park Sun - Sat (7) Fri-Sat (2) 13 A2 Aviara Park Modular Mon-Fri (5) Fri 13 A3 Aviara Park Main Mon-Fri (S) Fri Route Totai Daily Hours (All Bldgs) 4 14 B14 Stagecoach Park (2) Sun - Sat (7) Fri-Sat 14 A20 Stagecoach Community Sun - Sat (7) FrI-Sat 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommerdal.us CONFIDENTIAL P q G e I 27 RFB# 12-13 Custodial Maintenance Proposal Each Facility shall have a customized Check off Sheet to sign off work as performed each week. A sample of one facility is below: Harding Community Center Route #1 Time: DAILY Sun-Sat (7) Mon Tue Wed Thu Fri Sat Sun Sign in on Checklist Interior General Space Trash & recycle Hand Dust/Damp Wipe flat surfaces Hand Dust/Damp Wipe ledges Spot vertical surfaces Outside ashtrays Clean all metal surfaces Dry wipe chalboards Dust mop hard surfaces Spray buff hard surfaces Dust mop wood floors Buff and finish Auditorium floor (Harding Comm only) Vacuum carpets Spot clean carpets Clean glass entry doors Remove recydables Clean kitchen counters, sinks, tables Restrooms Clean sinks, polish fixtures, clean toilets and urinals Clean partitioms Fill dispensers Sweep and Damp Mop floor Sanitize shower walls and floor Complete Checklist Daily report of issues and repairs WEEKLY-SUNDAYS Detail vacuuming Vacuum upholstered furniture Clean glass partitions Dust vertical surfaces Germiddal down drains Sweep & mop janitorial closets Scrub all hard surface floors Apply floor finish and buff (Harding Comm only) Damp mop wood floors Replace urinal screens Complete Checklist Submit Checklists 1535 Tidelands Ave Suite C National City, CA 91950 wv/w.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL ' P a a e j 28 RFB# 12-13 Custodial Maintenance Proposal PERIODIC SCHEDULE Harding Community Center Building Service Freq Days Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Monthly - Scrub & Finish hard floors. Buff floors, Dust fans. partition tops, door tops. ceiling vents, light fixtures, dust exposed pipes, mechanics, polish metal MO 1st day of mo X XXX XXXXX XXX kitchen appliances, replace hand sanitizers, clean appliances in and out. Checklists, Submit time trackers Quarteriy - Clean windows inside and out; clean walls and ceilings; remove cobwebs; replace atomizers; dean and Otr 1st day of mo X X x X polish marble, wood, etc; strip & re-seal; Complete checklist Semi-Annual - Vacuum, spot clean, and shampoo traffic areas; strip and reseal hard tile; Clean window blinds; Vacuum vents; Clean baseboards; Complete Checklist SA 1st day of mo 1535 Tidelands Ave Suite C National City, CA 91950 wvw.NOVACommercial.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial.us CONFIDENTIAL P a s e I 29 RFB# 12-13 Custodial Maintenance Proposal Clarifications, Exceptions and Exclusions NONE 1535 Tidelands Ave Suite C National City, CA 91950 www.NOVACommerdal.us 619.336.1207 FAX: 619.336.1288 info@NOVACommercial,us CONFIDENTIAL Pane | 30